S02 Solicitation 36C25726Q0188.pdf

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

36C257-26-AP-0130

36C25726Q0188 02-27-2026

Christopher Herrera, Contracting Officer 915-217-1244 03-13-2026

15:00 EST

36C257 Department of Veterans Affairs VHA RPO West - NCO 17 Healthcare Resources Branch 11495 Turner Road El Paso TX 79936-4221 Christopher Herrera christopher.herrera5@va.gov

X

623220

$19 Million

N/A

X

36C504

Department of Veterans Affairs Amarillo VA Healthcare System Attn: Mental Health Services 6010 Amarillo Boulevard Amarillo TX 79106

36C257

See Block #9 none

Financial Services Center (FSC) Department of Veterans Affairs

P.O. Box 149971 Austin TX 78714-8971

See CONTINUATION Page

Contractor shall provide transitional housing for up to 13 Beds per day along with services consistent to meet HCHV.

Contractor shall provide rapid stabilizing care for Veterans medical, mental health, substance abuse and other psychosocial problems in order to place Veterans in other appropriate transitional or permanent housing within 60 days

Performance Work Statement located in pages 7 through 31.

Authority: Title 38 U.S.C. §8153-Sharing of Healthcare Resources.

Procedures: VAAR 873 Simplified Acquisition Procedures for Healthcare Resources.

FAR 52.212-1 submittal instructions on pages 49 through 53

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

VAAR 852.273-73 Evaluation Factors on page 59 through 60.

See CONTINUATION Page

X X

X 1

Christopher Herrera

VA-VHA-RPOW-2024-0019

36C25726Q0188

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 SCHEDULE OF SERVICES

ITEM INFORMATION

B.3 PERFORMANCE WORK STATEMENT

SECTION C - CONTRACT CLAUSES

C.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.2 52.216-18 ORDERING (AUG 2020)

C.3 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.4 52.216-22 INDEFINITE QUANTITY (NOV 2025) (DEVIATION)

C.5 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.6 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.7 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR 1984) 35

C.8 52.240-91 SECURITY PROHIBITIONS AND EXCLUSIONS (NOV 2025)

(DEVIATION)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.2 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.3 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (NOV 2025)

(DEVIATION)

E.4 52.216-1 TYPE OF CONTRACT (NOV 2025) (DEVIATION)

E.5 52.233-2 SERVICE OF PROTEST (NOV 2025) (DEVIATION)

E.6 52.240-90 SECURITY PROHIBITIONS AND EXCLUSIONS REPRESENTATIONS

AND CERTIFICATIONS (NOV 2025) (DEVIATION)

E.7 VAAR 852.273-73 EVALUATION - HEALTH-CARE RESOURCES (NOV 2021)

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):

Contractor Name:

Address:

Point of Contact:

Title:

Phone:

Email:

Tax ID Number:

SAM Unique Entity ID:

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

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

Christopher Herrera, Contracting Officer Phone: 915-217-1244 Email: christopher.herrera5@va.gov

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:

[X] 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or [ ] 52.232-34, Payment by Electronic Funds Transfer—Other Than System for Award Management

5. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly [ ]

b. Semi-Annually [ ] mailto:christopher.herrera5@va.gov

c. Other [X] Monthly 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:

Mailing Address: Department of Veterans Affairs

Financial Services Center

FMS-VA-2 (621)

P.O. Box 149971

Austin, TX 78714-8971 FSC e-Invoice Phone: (877) 353-9791 FSC Facsimile: (512) 460-5540 FSC e-Invoice Email: vafsccshd@va.gov

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:

AMENDMENT NO DATE

(End of Administration Data) http://www.fsc.va.gov/einvoice.asp mailto:vafsccshd@va.gov http://www.va.gov/oig/contacts/hotline.asp

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 Amarillo, 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 $4,600,000.00. 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.

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION

OF SERVICES

ESTIMATED

QUANTITY UNIT UNIT PRICE

ESTIMATED

AMOUNT

4,745 DY ______________ _______________

Temporary Shelter for Male Only Veterans through the HCHV

Program during the Base Year IAW PWS for thirteen (13) beds per day times 365 days per year. Estimated Quantities May Vary.

Contract Period: Base POP Begin: 04-01-2026 POP End: 03-31-2027

Program during the Option Year 1 IAW PWS for thirteen (13) beds per day times 365 days per year. Estimated Quantities May Vary.

Contract Period: Option 1 POP Begin: 04-01-2027 POP End: 03-31-2028

Program during the Option Year 2 IAW PWS for thirteen (13) beds per day times 365 days per year. Estimated Quantities May Vary.

Contract Period: Option 2 POP Begin: 04-01-2028 POP End: 03-31-2029

Program during the Option Year 3 IAW PWS for thirteen (13) beds per day times 365 days per year. Estimated Quantities May Vary.

Contract Period: Option 3 POP Begin: 04-01-2029 POP End: 03-31-2030

4,745 DY _______________ ________________

Program during the Option Year 4 IAW PWS for thirteen (13) beds per day times 365 days per year. Estimated Quantities May Vary.

Contract Period: Option 4 POP Begin: 04-01-2030 POP End: 03-31-2031

GRAND TOTAL ________________

(End of Schedule of Services)

B.3 PERFORMANCE WORK STATEMENT

Health Care for Homeless Veterans (HCHV) Contract Residential Care Performance Work Statement (PWS)

1.0 BACKGROUND AND OVERVIEW:

The U.S. Department of Veterans Affairs (VA) is seeking a Contractor to assist with the provision of emergency residential placement through the Health Care for Homeless Veterans (HCHV) program. This contract is designed to serve homeless Veterans in need of immediate placement 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. The goal of the HCHV Contract Residential Care Program is to rapidly stabilize Veterans’ medical, mental health, substance abuse and other psychosocial problems in order to place Veterans in other appropriate transitional or permanent housing within 60 days. VA intends to engage a Contractor to provide rapid placement of VA-referred Veterans in a safe setting.

Entities that are interested in providing Veterans residential housing should be aware that although this contract seeks services for the areas covered by the Amarillo VA Health Care System (AVAHCS), HCHV is a national program serving Veterans throughout the country. This program continues to expand and has become one of the largest VA interventions to assist homeless Veterans. It is also the first 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 VA seeks to support homeless Veterans served by HCHV by expediting placement of these Veterans into a safe residential facility. This facility must meet the criteria established both by HCHV clinical staff and VA fire and safety officials.

Contractors are urged in the strongest terms to carefully review the requirements outlined in the Performance Work Statement to ensure that all facilities fire and safety and treatment services criteria can be met in a timely way. This contract is intended for community-based contractors currently operating residential facilities with demonstrated experience serving homeless individuals whereby this contract provides supplemental funding for Veterans to receive immediate housing and Case Management.

VA will consider proposals for new residential housing programs if it can be determined that the contractor can meet all of the terms of the Performance Work Statement within the required timeframes. VA places a great deal of emphasis on the responsibility and accountability of contractors receiving VA funds through the HCHV Contract Residential Care program. VA has procedures in place to monitor facilities providing housing to homeless veterans.

Primary target populations for HCHV Contract Residential Housing include chronically homeless, chronically mentally ill Veterans, Veterans with chronic substance abuse disorders and/or serious medical problems and complex needs.

To be eligible for the HCHV Contract Residential Care program, Veterans must:

• Be eligible for VA health care as determined by the local the Amarillo VA Health Care System

• Be determined to be homeless or at imminent risk for homelessness by the AVAHCS HCHV program; and

• Be assessed by the HCHV program at the AVAHCS to have serious medical, mental health, substance abuse, or other serious psychosocial conditions or stressors that would make the Veteran highly vulnerable to negative consequences in a general population shelter or drop-in setting for homeless people.

HCHV Contract Residential Housing Veterans are referred to contractors based on a demonstrated need for residential housing in order to further secure transitional or permanent housing as quickly as possible. The program prioritizes Veterans assessed to be highly vulnerable with a high likelihood of death due to homelessness.

Contracts will only be awarded to contractors with residential housing facilities that are located within the AVAHCS catchment area. Ideally these facilities should be in centralized locations, near public transportation, and near areas that provide employment. Contracts will be awarded by AVAHCS associated with the location of the residential housing facility based on the following catchment areas:

• Amarillo, TX-Randall and Potter County

1.1. PERIOD OF PERFORMANCE: The period of performance for this contract will be for a Base Year plus four (4) Option Years.

1.2. CONTRACT TYPE: Firm fixed price, indefinite delivery, indefinite quantity contract.

1.3. PLACE OF PERFORMANCE: Performance will occur at the Contractor’s location unless otherwise required by work requirements listed in the Performance Work Statement.

1.4. CONTRACT AWARD MEETING: The Contractor shall not commence performance on the tasks in the awarded Performance Work Statement until the Contracting Officer has conducted a kick off meeting or has advised the Contractor that a kick off meeting is waived.

1.5. GOVERNMENT FURNISHED PROPERTY: Government furnished property will not be provided to the Contractor. All equipment required by the Contractor will provided at their expense.

1.6. CONTRACTING OFFICER’S REPRESENTATIVE (COR): VA shall designate a Contracting Officer’s Representative (COR) to monitor the contract performance, act as a clinical liaison for all client related issues between the Contractor and VA Homeless team, and assist in contract administration. A delegation of authority letter delineating the responsibilities and limitations of the COR shall be provided. 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.

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 through a contract modification by the Contracting Officer.

1.7. METHOD OF INSPECTION AND ACCEPTANCE: The Contracting Officer’s Representative (COR) will evaluate all deliverables submitted. The COR is responsible for certifying invoices for payment only for deliverables received and deemed acceptable by the COR. A Quality Assurance Surveillance Plan will be used by the COR to assure success, through the uses of negative incentives, for failure of the vendor to meet the stated performance standards. The contractor agrees to an ongoing Quality Assurance Surveillance Plan.

1.8. EVIDENCE OF INSURANCE COVERAGE: Before commencing work under this contract, the Contractor shall furnish certification to the Contracting Officer that the coverage required (General & Professional Liability as well as Workers Comp) has been obtained and such policy shall state, “This policy may not be changed or cancelled without written notice to the Contracting Officer. Said policy must bear an appropriate “loss payable clause’’ to the United States as its interest may appear. Such evidence of insurance will not be waived.

Contractor will have general liability insurance coverage of $5 Million to $10 Million to cover employee malfeasance.

1.9. OVERTIME AND HOLIDAY PAY:

Any overtime and/or holiday pay that may be entitled to the Contractor personnel shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government.

NATIONAL HOLIDAYS: Listed below are the ten national holidays.

New Year’s Day January 1 Martin Luther King’s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25

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.

2.0 REQUIREMENTS & DELIVERABLES

2.1. Residential Care Facilities and Management

2.1.1. Contractors must have site control of the residential care facility through ownership or valid lease.

2.1.2. Contractors are required to ensure that facilities used for this contract meet fire and safety code imposed by the State law, and the Life Safety Code of the National Fire and Protection Association see 4.7. It is important to note that typically the Life Safety Code is more stringent than local or state codes. No additional funds will be made available for capital improvements under this contract. Applicants also should note that all facilities, unless they are specifically exempted under the Life Safety Code, are required to have an operational sprinkler system. VA will conduct an inspection that contractor sites must pass prior to contract award and annually 60 days prior to an option period being exercised. VA reserves the right to re-inspect any facility and associated services at any time under the terms of this contract.

2.1.3. Contractors are required to ensure that facilities used for this contract meet the Americans with Disabilities Act (ADA) guidelines for accessible accommodations for Veterans with physical limitations or impairments. This is also referred to as “Architectural Barriers Act compliant.” No additional funds will be made available for capital improvements under this contract. At least 5%

– 7% of a facility’s HCHV Contract Residential Care beds must meet ADA accessibility requirements, to include entrances/exits, bathroom facilities, and common areas. For example, if a contractor has 10 beds for the HCHV Contract Residential Housing program in the facility, 1 to 2 of those beds must be accessible to Veterans with physical limitations or impairments. Veterans must not be segregated from the rest of the facility due to physical disability; they must have the same access to the physical plant as well as the treatment services and supports at the facility as any other resident.

If a contractor determines that complying with ADA requirements would be prohibitive due to significant renovations or modernization at their facility, an interagency agreement with another residential treatment provider that meets the ADA requirements may be used provided the second residential treatment provider is able to meet all of the same facilities requirements as required by the contract. Contractors utilizing an interagency agreement must also have written policies and procedures that clearly describe how comparable on-site treatment services will be provided by the contractor to Veterans residing in an interagency agreement facility. The contractor retains full responsibility for meeting the terms of the contract for facilities and on-site treatment services when utilizing an interagency agreement to meet ADA requirements.

2.1.4. Contractor facilities must be licensed as required for the particular setting under State or Federal authority, and must meet all applicable local, state, and Federal requirements concerning licensing and health codes. Copies of valid licenses must be provided to the VA at the time of pre-inspection and during annual inspection reviews. Where applicable, the facility must have a current occupancy permit issued by the authority having jurisdiction.

2.1.5. Contractors providing residential care and treatment services to female Veterans under this contract are required to ensure the safety and privacy of these Veterans.

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.

2.1.6. Contractor facilities must provide appropriate safety and security in all common areas, such as lounges, laundry rooms, shared kitchens, group rooms, entrances and exits, and hallways, through active monitoring. Monitoring may be done through video surveillance or frequent security staff observation.

2.1.7. Contractors must provide a safe and sober environment for all residents. These policies and procedures must be communicated to Veteran residents both verbally and in writing in a manner that is understandable to them upon admission to the facility. This communication must be documented in the Veteran’s client record.

These policies and procedure shall be submitted with their technical proposal under Subfactor C: Technical Approach. The following minimum concerns and situations must be addressed:

i. Suspected or known drug or alcohol use or relapse by one or more residents

ii. On-site contraband, weapons (including props or souvenirs that appear to be weapons), drug or alcohol related paraphernalia (i.e., found alcohol, drugs, drug “works”, etc.)

iii. On-site drug or alcohol testing methods (i.e., urine drug screens, breathalyzers, etc.) and frequency

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

v. Safe prescription medication access, including specific provisions for safe disposal of medications and syringes

vi. Assertive monitoring of controlled substances, including but not limited to: signing in medications after receipt from pharmacy with an observed pill count by contractor staff; staff observation and recording of taking of controlled substances and other medications by Veterans

vii. Room inspections and daily bed checks of Veterans residing in the program, including methods and frequency

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

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

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

2.1.8. Contractors must provide the following to Veterans referred and admitted to the

Contract Residential Care facility:

i. A designated bed that is used exclusively by the individual Veteran from the time of admission to the time of discharge. This bed must be situated in a room that affords the Veteran safety, privacy and security.

ii. A safe and secure place for each Veteran to store his/her belongings that is readily accessible to the Veteran (such as a locking closet, a locking armoire, a locker, etc.).

iii. Laundry facilities for Veterans to do their own laundry or laundry services provided as part of the Veteran’s stay in the residential care program.

2.1.9. Contractors must provide a clean and comfortable environment of care that meets the conditions below. 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. For example, the contractor would be responsible for alleviating a bed bug infestation by hiring an exterminator at its own expense.

Contractors must ensure that they have sufficient operating funds in addition to VA funding to maintain the facility according to the requirements of the contract.

i. A structurally sound facility so as not to pose any threat to the health and safety of the occupants and so as to protect them from the elements;

ii. Facility entries and exit locations that are capable of being utilized without unauthorized use and provide alternate means of egress in case of fire;

iii. Provides each resident an acceptable place to sleep that is incompliance with appropriate codes and regulations as identified in SOO Requirements & Deliverables I Residential Care Facilities and Management 2.1.

iv. Provides every room or space with natural or mechanical ventilation;

v. Is free of pollutants in the air at levels that threaten the health of residents;

vi. Provides a water supply that is free from contamination;

vii. Provides sufficient sanitary facilities to residents that are in proper operational condition, may be used in privacy, and are adequate for personal cleanliness and the disposal of human waste;

viii. Provides adequate heating and or cooling plants that are in proper operating condition;

ix. Provides adequate natural or artificial illumination to permit normal indoor activities and to support the health and safety of residents;

x. Provides sufficient electrical sources to permit use of essential electrical appliance while assuring safety from fire;

xi. Provides that housing and equipment are maintained in a sanitary manner free from pests, insects and vermin.

2.1.10. Contractors must provide appetizing, nutritionally adequate meals three times per day in a setting that encourages social interaction. Nutritious snacks between meals and at bedtime must be available for those requiring or desiring additional food, when it is not medically contraindicated. All food must be stored, handled and served in a safe and sanitary manner that meets accepted industry standards and guidelines. The VA has particular concern for chronically homeless veterans, many of whom are either undernourished or have developed poor eating habits or both, because of chronic medical, mental health or substance abuse disorders. A VA dietitian may assess printed menus as well as Veterans’ satisfaction with meals and the actual consumption of food offered in determining the contractor’s success in meeting this requirement during annual facility inspection or at any point during the contract period.

2.2. Staffing and Treatment Services

2.2.1. The contractor shall employ sufficient professional health care and personnel to carry out the policies, responsibilities, and programs of the facility. In contract residential care, there must be, as a minimum:

i. A full-time administrative staff member on duty or residing at the residence and available for emergencies 24 hours a day, 7 days a week.

Note: security staff alone, whether employed directly by the contractor or subcontracted by the contractor, is not sufficient to meet this requirement.

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

iii. A professionally credentialed clinical supervisor available to make onsite visits, at minimum twice per month, and provide ongoing supervision of cases to case management personnel. The clinical supervisor must be on call and available for emergencies 24 hours a day, 7 days a week.

iv. Sufficient case management personnel to provide the necessary therapeutic interventions and activities and to ensure a meaningful integration of these efforts with those provided in the residential setting.

Case managers must have training and experience working with homeless individuals with chronic medical, mental health and substance abuse problems and be able to assess and anticipate crises. Each Veteran must have an assigned case manager responsible for coordinating and providing the treatment services specified in the contract. The ideal case manager to Veteran ratio is 1:20 or fewer cases per case manager; however consideration will be given by the VA to the staffing characteristics of each residential care facility.

v. Security staff onsite 24 hours a day, 7 days a week. Security staff must be sufficient to ensure a safe and secure environment for all residents.

vi. At least one staff or security member with Cardio-Pulmonary Resuscitation (CPR) certification on site and available in an emergency during each shift, 24 hours per day.

2.2.2. Contractor staff shall maintain professional boundaries with the Veteran at all times while conveying an attitude of genuine concern and caring.

i. Contractor staff should under no circumstances engage in sexual activities or sexual contact with Veterans, whether such contact is consensual or forced. Contractor staff should under no circumstances take unfair advantage of any professional relationship or exploit Veteran clients to further their personal, religious, political, or business interests.

Contractor staff should not engage in dual or multiple relationships with Veterans in which there is a risk of exploitation or potential harm to the Veteran. Contractor is responsible for taking steps to protect Veterans and their family members and is responsible for setting clear, appropriate, and culturally sensitive boundaries.

ii. The contractor shall comply with the VA patient’s Bill of Rights as set forth in Section 17.33, Title 38, Code of Federal Regulations. The contractor is responsible for maintaining Veterans’ privacy and confidentiality and must have systems in place that protect Veteran’s personal identifying information and protected health information. This includes but is not limited to:

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

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

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

d) 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.

2.2.3. Contractors must communicate policies and procedures to Veteran residents both verbally and in writing in a manner that is understandable to each Veteran upon admission to the facility, ideally in the form of a written resident handbook that is verbally reviewed by the assigned case manager with the Veteran. This communication must be documented in the Veteran’s client record. Contractors must have written policies and procedures in place that address the following concerns and situations:

i. Suspected or known drug or alcohol use or relapse by one or more residents

ii. On-site contraband, weapons (including props or souvenirs that appear to be weapons), drug or alcohol related paraphernalia (i.e., found alcohol, drugs, drug “works”, etc.)

iii. On-site drug or alcohol testing methods (i.e., urine drug screens, breathalyzers, etc.) and frequency

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

v. Safe prescription medication access, including specific provisions for safe disposal of medications and syringes

vi. Assertive monitoring of controlled substances, including but not limited to: signing in medications after receipt from pharmacy with an observed pill count by contractor staff; staff observation and recording of taking of controlled substances and other medications by Veterans

vii. Room inspections and daily bed checks of Veterans residing in the program, including methods and frequency

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

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

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

2.2.4. The Contractor shall develop a Code of Conduct to be followed by Veteran Residents while receiving services under this Contract or while on facility premises. The Code of Conduct shall be provided in writing to the VA and Veteran Residents and a behavior/action plan shall be created in the event a Veteran Resident breeches the Code of Conduct. At a minimum, the following acts are not permissible:

i. Use of intoxicating liquors, illegal drugs, or abuse of prescribed medications;

ii. Gambling in any form

iii. Carrying of pistols, firearms or concealed weapons.

iv. Resorting to physical violence to settle a dispute with a fellow resident, employee, or the general public.

2.2.5. The contractor shall provide, at minimum, the following case management services to Veterans in the program:

i. Engagement of the Veteran in the service planning process. Contractor 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 treatment goals. Contractor will utilize counseling strategies to include crisis intervention and case management including both short and long-term services. The VA has a strong preference for the use of harm reduction strategies 4.3 in the case management process to effectively engage the population being served and maximize the chances for successful placement in community based permanent housing as quickly as possible.

ii. Contractor 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. Contractor 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.

iii. Contractor will conduct high-risk screening, psychosocial assessment and treatment planning, actively involving the Veteran in coordination with the team members. Psychosocial assessments will include goals for clinical treatment. Contractor coordinates and documents clinical case management and psychosocial services and documents the overall effectiveness of the case management services provided. Specifically, Contractor will:

iv. Develop and complete a written an Individual Service Plan with the Veteran within 2 weeks of admission; the plan must specifically include provisions for Veteran placement into an appropriate transitional or permanent housing placement within 60-90 days of admission to the Contract Residential Care facility, but no more than 180 days. The appropriate transitional or permanent housing does not include the services of this contract.) The housing placement planning must take into account all appropriate and available community based housing options as well as the Veteran’s preferences regarding location and housing type.

The completed a written plan must be signed by the contractor, the Veteran, and the COR.

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

vi. Make changes in plans in consultation with the Veteran.

vii. Meet regularly with each Veteran for case management and counseling purposes; at minimum the contractor will meet with each Veteran two times per month.

viii. 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 Contractor will take immediate steps to provide appropriate intervention. Crisis management will be conducted in consultation and coordination with the COR.

ix. Coordinate with COR during weekly case conferences regarding updates and changes in Veterans’ 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.

x. Obtain relevant Releases of Information to communicate and coordinate Veterans’ treatment with VA and other community based service providers.

xi. Work in close collaboration with the COR to ensure Veterans’ connections to needed VA medical, mental health, and substance abuse treatment and care.

xii. 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.

xiii. If needed 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.

Also Contractor will assist Veterans in obtaining transportation to attend appointments at the VA, potential housing placements, benefits agencies, meetings with landlords, etc. This assistance may include helping Veterans to obtain bus fare, or local subsidized transportation services as a part of the case management process.

2.2.6. The contractor will provide the following onsite therapeutic and rehabilitative services including:

i. A variety of daily structured groups and activities to promote social skills building and healthy lifestyle (i.e., resident participation in psychosocial group sessions, topics based upon resident preference and recommendations by the residential treatment setting staff and COR;

physical activities; facilitated outings or social activities in the local community). Daily activity schedules must be printed and posted in facility common areas to ensure Veteran awareness and promote participation.

ii. Health and personal hygiene maintenance;

iii. Monitoring of medications, if necessary;

iv. Treatment social services, in collaboration with the case managers, VA or other community resources;

v. Professional counseling as required, including emphasis on self care skills, adaptive coping skills, vocational counseling, in collaboration with the COR or community resources as appropriate;

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

vii. Support for an alcohol and/or drug-free lifestyle;

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

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

2.2.7. In addition to the methods above, the Steps for Vets treatment shall include:

Cognitive Behavioral Therapy (CBT), Mind Body Stress Reduction (MBSR), motivational interviewing, and psycho education to help Veterans see the benefits of using CBT skills, MBSR skills, sober living skills, psychotropic medication, or other creative ways needed to help the Veteran manage negative mental health symptoms. Contracted facilities help the Veteran successfully transition into stable permanent housing after the Veteran has reduced the impact of negative mental health symptoms and improved their ability to successfully live independently.

2.2.8. Contractor will notify VA through the COR 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. 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 calls (police / fire dept. / paramedics / 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. [See attached Incident Report Form 4.5.]

2.2.9. In the event a Veteran residing in the Contract Residential Care housing under this contract dies, the contractor will promptly notify the COR authorizing admission and immediately assemble, inventory, and safeguard the Veteran’s personal effects. The funds, deposits, and effects left by Veterans upon the premises of the facility shall be delivered by the director or manager of the facility to the person or persons entitled thereto under the laws currently governing the facility for making disposition of funds and effects left by Veterans unless the beneficiary died without leaving a will, heirs, or next of kin capable of inheriting.

When disposition has been made, the itemized inventory with a notation as to the disposition has been made, they will be immediately forwarded to the COR.

Property and funds wherever located vests in and becomes property of the United States in trust. In these cases, the facility will forward an inventory of any such property and funds in its possession to the appropriate VA office and will hold them (except articles of clothing necessary for proper burial) under safeguard until instructions are received from the VA concerning disposition.

2.3. Key Personnel

2.3.1. The Contractor shall utilize the personnel named in its proposal to perform the services required under this contract. In the event that any of the personnel named in the proposal are unable to perform the duties of this contract, 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 within one business day of the personnel change event.

2.3.2. The Contractor shall submit to the Contracting Officer and COR, in writing, a plan for acting/interim coverage of the absent personnel within 2 business days.

This plan must adequately address maintaining safety, security and service delivery within the program.

2.3.3. The Contractor shall email notice of the proposed change to the COR for a Contractor Change to include, a resume for the proposed substitute, and any other information that may be needed to approve or disapprove the proposed substitution to the Contracting Officer and COR within 15 business days of the personnel change event. 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.

2.3.4. The Government shall have the right to require replacement of any Contractor or subcontractor 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 RFP. 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.

2.4. Admissions and Discharges

2.4.1. Veterans will be screened and referred to the contractor by the HCHV Liaison, notifying the COR. Excepting lack of available beds, the contractor will be expected to provide admission to the residential care facility and associated treatment services to these Veterans within 24 hours of referral. The date of admission must be approved by the HCHV Liaison, notifying the COR for billing purposes. Engagement of homeless Veterans in the provision of case management, housing placement planning, and psychosocial treatment services is a key element of the HCHV Contract Residential Care program.