36C25725Q0281.docx

36C25725Q0281

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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

36C257-25-AP-0263

36C25725Q0281 03-03-2025 Carolyn Reneau, Contract Specialist 469-578-2997 03-31-2025 02:00pm CST 36C257 Department of Veterans Affairs VHA RPO West – NCO 17 Health Care Resources Branch 11495 Turner Rd El Paso, TX 79936-1372 Carolyn Reneau carolyn.reneau@va.gov X 624221 $13.5 Million N/A X 36C756 Department of Veterans Affairs El Paso VA Health Care System Attn: Mental Health Services 5001 North Piedreas Street El Paso TX 79930-4221 36C257 See Block 9

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 will provide transitional housing for up to 20 Veterans along with services consistent to meet HCHV objectives - to remove homeless Veterans from the street or habitation unfit for Veterans and place them in community-based, emergency housing with services to provide clinical case management with supportive services.

Performance Work Statement located in pages 8 through 19.

Authority: Title 38 U.S.C. §8153-Sharing of Health-Care Resources Procedures: VAAR 873 Simplified Acquisition Procedures for Health-Care Resources.

FAR 52.212-1 submittal instructions on pages through

Offeror shall be registered in SAM.gov and verified at the time of offer and award.

VAAR 852.273-73 Evaluation Factors on page 5 4 through 55.

$0.00 See CONTINUATION Page X X X Carlos Jaquez, Contracting Officer

VA-VHA-RPOW-2024-0021

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

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.

Department of Veterans Affairs VHA Regional Procurement Office West - NCO 17

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 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 shelter in a safe environment. 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. Housing will be available 24/7, 7 days a week.

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 El Paso, 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 $3,300.00 and the maximum contract amount, including the base year and any option years exercised, shall not exceed $5,600,000.00. 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: October 1, 2025 - September 30, 2026

Option Year One: October 1, 2026 - September 30, 2027

Option Year Two: October 1, 2027 -September 30, 2028

Option Year Three: October 1, 2028 - September 30, 2029

Option Year Four: October 1, 2029 - September 30, 2030

Grand Total: $___________________________

(End of Schedule of Services)

B.3 PERFORMANCE WORK STATEMENT

1. 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 Residential Treatment Program for homeless Veterans diagnosed with mental illness is a vital program focused on addressing the needs of the most vulnerable and at-risk homeless Veterans. Ensuring that Veterans who are homeless can be placed in community-based programs which provide quality housing and services that meet the needs of this special population is a particular focus of the HCHV program.

The purpose of this requirement is to engage a community provider (contractor) who will provide transitional housing for an estimated up to 20 Veterans along with services consistent to meet HCHV program objectives. 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.

2. OVERVIEW

The U.S. Department of Veterans Affairs (VA) has a requirement for a Contractor 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 shelter in a safe environment. 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.

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.

3. REQUIREMENTS/SCOPE OF WORK/PERIOD OF PERFORMANCE

3.1. The Contractor shall be expected to provide daily emergency shelter placement that enhances the stability of Veterans served by HCHV. Specific tasks are as follows:

3.2. Contractor shall have existing programs and facilities that are fully operational and can start providing services within 10 days of contract award. The Contractor must have site control of the housing facility through ownership or a valid lease.

3.3. The Contractor facility shall confirm to the Life Safety Code, National Fire Protection Association (NFPA) #101 standards, reference NFPA 101 Code Development.

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

3.5. 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.

3.6. The facility shall be wheelchair accessible and meet Americans with Disabilities Act guidelines for buildings and facilities found at Americans with Disabilities Act Title II Regulations | ADA.gov.

3.7. Contractor shall be responsible for providing sufficient residential capacity to place up to 20 Veterans in safe community-based residences. Suitable emergency shelter placement generally requires:

3.7.1. Sufficient personnel to assure security

3.7.2 Staffing available on-site 24 hours a day, 7 days a week

3.7.3 3 healthy meals per day

3.7.4 Laundry facilities and detergent available for Veteran to do their own laundry

3.7.5 The ability to place a Veteran on the same day of a referral from HCHV staff

3.7.6 Hygiene products to include wash cloths, soap, feminine products, deodorant, toothpaste, and toothbrush shall be made accessible to veterans.

3.7.7 Transportation to contracted facility upon admission when needed by veteran from key locations, such as the El Paso VA Medical Center.

3.7.8 Transportation to VA Medical appointments or vouchers for use of public transit. Contractor may contact VA Medical Center to arrange transportation for non-emergency situations. For emergency transportation, contractor shall transport directly or call 911.

3.7.9 Suitable bedroom space and furnishings allowing for adequate storage and security of belongings, with minimum 140 square feet of living space for no more than two veterans per room.

3.7.10 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.

3.7.11 Provide secure storage of prescription and over the counter medication for Veteran’s self-administering.

3.7.12 Be equipped with first aid equipment and an evacuation plan in case of emergency.

3.7.13 Be equipped with operational air conditioning/heating systems.

3.7.14 Have windows and doors that can be opened and closed in accordance with manufacturer standards.

3.7.15 Be kept clean, free of dirt, grime, mold, or other hazardous substances, and damage noticeably detracting from the overall appearance.

3.7.16 Contractor shall have an aggressive, ongoing routine plan to address bed bug infestation. This policy must be a part of the written response to this solicitation. Ongoing bed bug infestation shall be grounds for immediate discharge of Veterans from the facility.

3.8 Before commencing work under this contract, the Contractor shall furnish certification to the Contracting Officer that the coverage required (General Liability as well as Workers Comp) has been obtained. Copies shall be provided annually.

3.9 Site Visits: The 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.

3.10 Contractor shall be responsible for planning and coordinating all activities associated with providing safe and appropriate residential care. This includes, but is not limited to, the elements described in the preceding paragraph. Any associated expenses should be included within the Contractor proposal and not be billed as additional charges.

3.11 Services which the contractor must be able to furnish include:

3.11.2 Contractor to provide area in the facility for VA Staff to conduct Individual or Group treatment session with Veteran’s based on Veteran’s treatment plan.

3.11.3 Collaboration with appropriate VA staff to insure linkages to and provision of supportive psychosocial services.

3.11.4 Support for an alcohol/drug abuse-free lifestyle, with witnessed urine drug and alcohol screening scheduled regularly and random of veterans.

3.11.5 Contractor shall transport a Veteran in a mental health crisis to appropriate facility if needs arise.

3.11.6 Contractor shall provide appropriate recreational activities to Veterans placed in facility.

3.12 Contractor is expected to provide VA Assigned Social Worker with regular reports on changes in Veteran’s status, including all changes and observations concerning the Veteran's bio-psychosocial needs and status regularly when there are significant changes. All reports of changes/observations should be emailed to the VA Social Worker within 24 business hours.

3.13 Contractor is expected to coordinate with VA Assigned Personnel regarding the disposal of expired and unused medication from the Veteran.

3.14 Contractor is expected to coordinate with VA Assigned Personnel regarding maintaining and disposal of Sharps container in the Facility.

3.15 Assigned VA Social Workers and/or COR shall be notified within 12 hours or sooner of the death, injury, suicide attempt or voiced ideation, acts of verbal and physical assault, threats, violence, exploitation, sexual relation activities at facility involving participants, any other type of concerning behavior, or prolonged unauthorized absence of residence more than 12 hours of a Veteran placed in facility.

3.16 Appetizing, nutritionally adequate meals are provided in compliance with USA nutrition standards and dietary guidelines found at Home | Dietary Guidelines for Americans in a setting, which encourages social interaction and nutritious snacks between meals and bedtime which are made available for those requiring or desiring additional food, when it is not medically contraindicated. The addition of nutritious snacks to the requirements for room and board is particularly indicated for homeless Veterans. Many of these Veterans are either undernourished or have developed poor eating habits or both, because of their chronic psychiatric disorder, including alcohol/drug abuse behaviors. The local VA Medical Center dietitian may consult with the initial inspection team and the team making subsequent assessments, in evaluating not only the printed menus but also the Veterans' satisfaction with meals and the actual consumption of food offered.

3.17 The facility shall not accept food stamps or welfare from or on behalf of veterans.

4. KEY PERSONNEL

4.1 The Contractor shall assign to this contract personnel that by education and training (and, when required, certification or licensure) are qualified to provide the services as denoted in the PWS. The Contractor must identify each labor category to be utilized for this effort and provide a description of the skills and experience required per labor category, along with resumes.

4.2 During the first ninety (90) calendar days of performance, The Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. The Contractor shall notify the Contracting Officer, in writing, within 15 calendar days after the occurrence of any of these events and provide the information required by paragraph (3) below. After the initial ninety (90) calendar days period of the contract, the Contractor shall submit the information required by paragraph (3) to the Contracting Officer at least fifteen (15) calendar days prior to making any permanent substitutions.

4.3 The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the Contracting Officer. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The Contracting Officer shall notify the Contractor within fifteen (15) calendar days after receipt of all required information of the decisions on the proposed substitutes. The contract shall be modified to reflect any approved changes of key personnel.

4.4 For temporary substitutions where the key person will not be reporting to work for three consecutive workdays or more, the Contractor shall provide a qualified replacement for the key person. This substitute shall have comparable qualifications to the key person.

4.5 Contractor shall have a contingency plan in place to be utilized if personnel leave Contractor’s employment or are unable to continue performance in accordance with the terms and conditions of the resulting contract.

4.6 The Government reserves the right to refuse acceptance of Contractor’s personnel if personal or professional conduct jeopardizes Veteran care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, Veteran abuse, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by Veterans or other staff members to designated Government representatives. Standards for conduct shall mirror those prescribed by current federal personnel regulations which be found on the website at www.opm.gov/feddata. The Contractor and Contracting Officer’s Representative (COR) shall deal with issues raised concerning contract personnel’s conduct. The final arbiter on questions of acceptability is the Contracting Officer.

4.7 The Contracting Officer Representative shall resolve complaints concerning Contractor relations with the Government employees or Veterans. The Contracting Officer is final authority on validating complaints if needed. In the event that the Contractor is involved and named in a validated Veteran 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.

4.8 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: ___________________________________

5. HOLIDAYS:

5.1 Contractor shall provide Veteran service for veteran beneficiaries as requested Sunday through Saturday recognized including Federal Holidays (see below).

0. New Years

0. Martin Luther King’s Birthday

0. President’s Day

0. Memorial Day

0. Juneteenth

0. Independence Day

0. Labor Day

0. Columbus Day

0. Veterans Day

0. Thanksgiving Day

0. Christmas Day

5.2 In addition to the days designated as holidays, the Government observes the following days:

a. Any other day designated by Federal Statute

b. Any other day designated by Executive Order

c. Any other day designated by the President’s Proclamation

It is understood and agreed between the Government and the Contractor that observance of such days by Government personnel shall not otherwise be a reason for an additional period of performance, or entitlement of compensation. In the event the Contractor's personnel work during the holiday, they may be reimbursed by the Contractor, however, no form of holiday or other premium compensation will be reimbursed either as a direct or indirect cost, other than their normal compensation for the time worked.

6. ORDERING ACTIVITIES AND OFFICES

6.1 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.

6.2 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.

7. REPORTING AND DOCUMENTATION

7.1 Contractor shall be responsible for providing VA with status reports monthly on each veteran demonstrating the veterans’ objectives, as well as the program, are being met throughout the contract period and length of stay of each Veteran. Status reports shall begin one month from contact award and due for each veteran monthly thereafter on the 1st of each month unless the 1st is a holiday or weekend, in which case it shall be due the next business day.

7.2 The Contractor must work with HCHV Program Manager to develop and submit expected program performance evaluation outcomes within 60 days of award, followed by regular evaluation reports of outcomes submitted within 5 days of the start for each quarter according to VA fiscal year calendar (October 1 thru September 30).

7.3 Documentation includes compliance with paperwork required as a part of the VA's performance monitoring efforts (e.g. daily bed status reports submitted weekly on Mondays for the previous seven-day period, adult admission and consent forms on Veteran’s chart and a monthly veteran treatment status summary submitted on the 1st of the month, or the next business day if this falls on a holiday or weekend).

7.4 VA intends to conduct both periodic fiscal and performance-based reviews of the selected Contractor at the discretion of the COR or VA HCHV Program Manager.

7.5 Contractor shall maintain current documentation on file of Fire Drill’s, Self-Inspection/Business Forms, and appropriate Federal, State Licensure/Certification (e.g. Food Handlers’ Cards, Occupational Permits, Social Workers/Nursing Licensure).

7.6 Contractor is required to use the Continuum of Care HUD HMIS data integration system for reporting veteran demographic information and program services on all veterans served, administrative costs for utilization of external data integration system must be all inclusive in cost of services.

8. ABSENCES AND CANCELLATION

8.1 The contractor shall notify the VA of absences from the facility. Absences of the Veteran from the facility in excess of forty-eight (48) hours will not be reimbursable except those with the prior approval of the VA HCHV Social Worker or HCHV Program Manager. Should a Veteran referred to a residential treatment facility be absent himself/herself in an unauthorized manner, payment for services for that veteran to the contract facility would be continued for a maximum period of two days provided there is an active outreach attempt on the part of the contract facility staff, such as calling VA case manager, Emergency rooms, roommate(s), family, or friends as possible to return the veteran to the residential treatment program and when there is a strong likelihood that the Veteran will return. Contractor must document absences of the Veteran and efforts to locate and return veteran to program successfully within 48 hours, submitting evidence of such by facsimile to VA HCHV Liaison within 12 hours of absence after curfew. Management of program dropout will be an element of quality assurance review of this program.

8.2 It is understood that the beneficiary may be provided facility care at the expense of the VA for a period not to exceed that stated as the length of stay for each individual Veteran treatment plan contracted, unless an extension of the authorization is provided in writing by the VA.

8.3 VA reserved 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 the VA or the Veteran.

8.4 Initial Length of stay at VA cost will be authorized per veteran NTE 90, with contractor required to submit a written request for exception with justification of the need and providing separate documentation of the veteran’s satisfactory progress toward goals in program to the COR at least 5 business days prior to 90 days in program. COR will provide written authorization of any exception to the NTE 90 day per veteran length of stay as requested and justified for a veteran to meet housing placement goals. Any extension request beyond 150 days must be approved by the HCHV Program Manager.

9. COMPLAINTS HANDLING

9.1 The COR shall monitor the services provided. Contractor shall cooperate with the COR in providing information and answering questions in a timely manner when requested. Contractor shall refer official complaints received directly from the customer(s) to the COR. All complaints should be forwarded to the COR within 24 business hours. All complaints received by the COR and forwarded to the Contractor shall be investigated promptly. After investigation and disposition, Contractor shall respond to the COR with the written outcome of resolution within five (5) working days after receipt by the Contractor.

10. INFECTION CONTROL REQUIREMENTS - Tests shall be current within the past year.

10.1 Tuberculosis Testing - All contractor personnel shall provide documentation of a Purified Protein Derivative (PPD) test performed within the past year. In case of a past positive PPD test, a negative chest radiographic report to rule out active tuberculosis shall be provided. The PPD test shall be repeated annually.

10.2 OSHA Regulation Concerning Occupational Exposure to Blood borne Pathogens - The contractor shall provide training or a self-study training module to its personnel; provide Hepatitis B vaccination series at no cost to its personnel who elect to receive it; maintain and distribute an exposure determination and control plan to its personnel; maintain required records; and ensure that proper follow-up evaluation is provided following an exposure incident. Contractor shall provide documentation that the employee(s) have received the Hepatitis B vaccination series or that the employee(s) declined to receive the series.

10.3 VA shall notify the Contractor of any significant communicable disease exposures to its employees as appropriate. The Contractor’s occupational health provider shall adhere to current CDC/HICPAC Guideline for Infection Control in health care personnel (AJIC 1998; 26:289-354) for disease control. If the employees of the contracting agency suffer a communicable disease, the Contractor shall provide follow up documentation of employee’s clearance to return to the workplace prior to their return.

11. CONFIDENTIALITY OF VETERAN RECORDS

11.1 The Contractor is a VA contractor and shall assist in the provision of health care to Veterans seeking such care from or through VA. As such, the Contractor is considered as being part of the Department health care activity. Contractor is considered to be a VA contractor for purposes of the Privacy Act, Title 5 U.S.C. 552a. Further, for the purpose of VA records access and Veteran confidentiality, Contractor is considered to be a VA contractor for the following provisions: Title 38 U.S.C. 5701, 5705, and 7362. Therefore, Contractor may have access, as would other appropriate components of VA, to Veteran medical records including Veteran treatment records pertaining to drug and alcohol abuse, HIV, and sickle cell anemia, to the extent necessary to perform its contractual responsibilities. However, like other components of the Department, and notwithstanding any other provisions of the contract, the Contractor is restricted from making disclosures of VA records, or information contained in such records, to which it may have access, except to the extent that explicit disclosure authority from VA has been received. The Contractor is subject to the same penalties and liabilities for unauthorized disclosures of such records as VA.

11.2 The records referred to above shall be and remain the property of VA and shall not be removed or transferred from VA except in accordance with U.S.C.551a (Privacy Act), 38 U.S.C. 5701 (Confidentiality of claimants’ records), 5 U.S.C. 552 (FOIA), 38 U.S.C. 5705 (Confidentiality of Medical Quality Assurance Records) 38 U.S.C. 7332 (Confidentiality of certain medical records) and federal laws, rules and regulations. Subject to applicable federal confidentiality or privacy laws, the Contractor, or their designated representatives, and designated representatives of federal regulatory agencies having jurisdiction over Contractor, may have access to VA ‘s records, at VA’s place of business on request during normal business hours, to inspect and review and make copies of such records.

11.3 Each Contractor and subcontractor assigned work under this contract are required to receive and document completion of VA training on the Privacy Act prior to having access to the VA computer system. Privacy Act Training will be accomplished. The requirements for fulfilling this provision can be found at https://www.tms.va.gov.

12. TORT CLAIMS

12.1 Contractor employees are not covered by the Federal Tort Claims Act. When a Contractor employee has been identified as a provider in a tort claim, the Contractor employee is responsible for notifying the Contractor’s legal counsel and/or insurance carrier. Any settlement or judgment arising from a Contractor employee’s action or non-action is the responsibility of the Contractor and/or insurance carrier.

13. PAYMENTS

13.1 Invoice requirements and supporting documentation: Supporting documentation and invoice must be submitted no later than the 5 workdays of the following month in which services were rendered. Subsequent changes or corrections shall be submitted by separate invoice. In addition to information required for submission of a “proper” invoice in accordance with FAR 52.212-4 (g), all invoices must include:

13.1.1 Firm’s Taxpayer ID Number (TIN)

13.1.2 Firm’s “Remit Address” information

13.1.3 The VA purchase order (PO) number

13.1.4 Firm’s contact information: (Personal name, email, and phone)

13.1.5 VA parent facility point of contact information: (Personal name, email, and phone)

13.1.6 The period of performance dates (beginning and ending)

13.1.7 All discount information if applicable (percent and date terms)

13.1.8 Number of Veterans per day

13.1.9 Total dollar amount of Invoice

13.2 Electronic Invoice Submission: Invoices will be electronically submitted to the Tungsten website at https://www.tungstenautomation.com/. Tungsten Automation direct vendor support number is 877-489-6135 for VA contracts. The VA-FSC pays all associated transaction fees for VA orders. During Implementation (technical set-up) Tungsten Automation will confirm your Taxpayer ID Number with the VA-FSC. This process can take up to 5 business days to complete to ensure your invoice is automatically routed to your Certifying Official for approval and payment. To successfully submit an invoice to VA-FSC please review “How to Create an Invoice” within the how to guides. All invoices submitted through Tungsten Automation to the VA-FSC should mirror the current submission of Invoice. Clarification of additional requirements should be confirmed with your Certifying Official (your CO or buyer). Payment will only be made for actual services rendered. Payments shall be made monthly in arrears. The VA-FSC requires specific information in compliance with the Prompt Pay Act and Business Requirements. The contractor shall be reimbursed upon receipt of a proper invoice.

For additional information, please contact:

Tungsten Support:

Phone: 1-877-489-6135 Website: https://www.tungstenautomation.com/

Department of Veterans Affairs Financial Service Center:

Phone: 1-877-353-9791 Email: vafscched@va.gov

13.3 Billings rendered by the Contractor to the Program Office for services furnished under the terms of this contract shall be billings in full. Neither the beneficiary his insurer, nor any third party shall be billed. Payments in full/no billing VA beneficiaries: The Contractor shall accept payment for services rendered under this contract as payment in full. VA beneficiaries shall not under any circumstances be charged nor their insurance companies charged for services rendered by the Contractor, even if VA does not pay for those services. This provision shall survive the termination or ending of the contract.

13.3.1 To the extent that the Veteran desires services which are not a VA benefit or covered under the terms of this contract, the Contractor must notify the Veteran that there will be a charge for such service and that the VA will not be responsible for payment.

13.3.2 The Contractor shall not bill, charge, collect a deposit from, seek compensation, remuneration, or reimbursement from, or have any recourse against, any person or entity other than VA for services provided pursuant to this contract. It shall be considered fraudulent for the Contractor to bill other third-party insurance sources (including Medicare) for services rendered to Veteran enrollees under this contract.

13.4 Reduction in Services: This is an indefinite delivery indefinite quantity contract for an estimated number of bed days. If, at the end of the period of performance, the government has not utilized the total number of bed days required under this contract because of a change in its requirements, the parties agree that they will attempt to negotiate in good faith a contract modification reducing the scope of the contract with a corresponding adjustment in the total contract price. In no event will the VA pay for bed days that exceed the total number of bed days specified in the contract for the period of performance.

14. HHS/OIG

14.1 To ensure that the individuals providing services under the contract have not engaged in fraud or abuse regarding Sections 1128 and 1128A of the Social Security Act regarding federal health care programs, the Contractor is required to check the Health and Human Services – Office of Inspector General, List of excluded individuals/entities on the OIG website (www.hhs.gov/oig) for each person providing services under the contract, including personnel hired following the submission of the proposal, throughout the term of the contract to include all exercised option years. Further the Contractor is required to certify in its proposal that all persons listed in the Contractor’s proposal have been compared against the OIG list and are not listed. During the performance of this contract the Contractor is prohibited from using any individual or business listed on the List of Excluded Individual/Entities.

15. PERSONNEL POLICY

15.1 The Contractor shall assume full responsibility for the protection of its personnel furnishing services under this contract. To carry this out the Contractor shall provide the following for these personnel:

15.1.1 Worker’s compensation

15.1.2 Professional liability insurance

15.1.3 Health Insurance

15.1.4 Income tax withholding, and

15.1.5 Social Security payments

16. MANAGEMENT, SUPERVISION AND TRAINING

16.1 Contractor shall be responsible for supervising the daily services provided under this contract.

16.2 The Contractor shall have written policies and procedures regarding staff credentials.

17. RECORD KEEPING

17.1 The Contractor and the HCHV Program Office shall establish and maintain a record keeping system that will record the services performed under the provisions of the contract by the Contractor's employee(s). Any incidents of Contractor non-compliance as evidenced by the monitoring procedure shall be forwarded immediately to the Contracting Officer’s Representative (COR).

17.2 Documentation of services performed shall be reviewed prior to certifying payment. The HCHV Program Office shall pay for services actually performed and in strict accordance with Schedule of Supplies/Services. Contract monitoring, and record-keeping procedures shall be sufficient to ensure proper payment and allow audit verification that services were provided.

18. ACCESS TO ADP FILES

18.1 In performance of official duties, the Contractor shall have regular access to printed files containing sensitive data, which shall be protected under the provision of the Privacy Act of 1974 (5 U.S.C. 552a), and other applicable laws, Federal Regulations, Veterans Affairs statutes and policies. The Contractor is responsible for protecting that data from unauthorized release or from loss, alteration, or unauthorized deletion, and for following all applicable regulations and instructions regarding access to medical records which the Contractor signs agreement upon contract award.

19. SECURITY TRAINING

19.1 Each Contractor and subcontractor assigned work under this contract are required to receive and document completion of VA training on Cyber Security prior to having access to the VA computer system. Security Training will be accomplished annually or in accordance with Office of Cyber and Information Security requirements. The requirements for fulfilling this provision can be found at https://www.tms.va.gov.

19.2 Contractor personnel having access to VA information Systems are required to read and sign annually and at time of contract award, the Rules of Behavior statement with outlined rules of behavior related to VA Automated Information Systems. The COR will provide the Contractor, through the facility ISO, the Rules of Behavior for the respective facility.

19.3 As VA routinely reviews and updates policies and procedures covering Contractor computer access this contract may be modified to reflect new policies and procedures during the term of this agreement. This includes any new training requirements from regulatory sources.

20. HIPPA COMPLIANCE

20.1 Contractor and any subcontractors must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996. This includes both Privacy and Security Rules published by the Department of Health and Human Services (HHS).