36C25820Q0026-001.docx

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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.

DUNS:

DUNS+4:

PHONE:

FAX:

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

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA

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

ARE

ARE NOT ATTACHED.

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

ARE

ARE NOT ATTACHED

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

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

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

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

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

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

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

N/A 36C25820Q0026 11-18-2019 Aaron J. Davis (Aaron.Davis@VA.gov) 520-629-4611 12-02-2019 14:00 Department of Veterans Affairs NCO22-Gilbert Network Contracting 3601 S. 6th Avenue Tucson

AZ

85723 X 623220 $15 Million N/A X Department of Veterans Affairs Southern Arizona VA Healthcare System 3601 S. 6th Avenue Tucson

AZ

85723 Department of Veterans Affairs NCO22-Gilbert Network Contracting 3601 S. 6th Avenue Tucson

AZ

85723

This is accomplished through the Tungsten Network located at:

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

See CONTINUATION Page The Department of Veteran Affairs has established HCHV, in accordance with 38 USC 2031 and 38 CFR Part 63.

Health Care for Homeless Veterans (HCHV) Services in accordance with the Performance Work Statement (PWS) Definitions and Acronyms can be found in Attachment D of the

PWS

See CONTINUATION Page

N/A - FUNDING WILL BE PROVIDED ON TASK ORDERS

X X X X Aaron J. Davis

VA-VHA-RPOW-2019-05C88C88

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

continuation from Standard Form 1449, block 18A.)

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 00258 Department of Veterans Affairs Contracting Section 3601 S. 6th Avenue Tucson AZ 85723

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

3. INVOICES: Invoices shall be submitted in arrears:

A detailed invoice which included patient names and the number of days in the program shall be submitted to the COR through a secure email or secure fax. Invoices submitted through OB10 shall not have any Protected Health Information attached. OB 10 Invoices shall include the total number of bed days for the month, which will match the total number of beds days sent to the COR for payment. These two documents should be sent concurrently. If the detailed information is not sent to the COR the invoice will be rejected because there is no means to validate the invoice.

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

Department of Veterans Affairs

FMS-VA-FSC

PO Box 149971 Austin TX 78714-9971

5. ORDERING OFFICER DELEGATION: The CO may delegate an Ordering Officer. The Contractor will be provided a copy of the Ordering Officer Delegation. Referrals into the program will communicated from the Ordering Officer to the Contractor in the form a secure email or secure fax to establish the admit date.

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

36C25820Q0026

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B.2 PRICE SCHEDULE

It is understood that no obligation beyond the minimum guarantee amount specified below will be incurred by the Department of Veteran Affairs for services rendered under this contract.

The amounts below are for the entire term of the contract, which includes the base period and any exercised option periods.

Minimum Guarantee Amount:

The guaranteed minimum number of beds for Steps for Vets (SFV) is 1 bed per night for a total of 365 days, or 365 bed days per year of the contract.

The guaranteed minimum number of beds for Low Demand Safe Haven (LDSH) is 1 bed per night for a total of 365 days, or 365 bed days per year of the contract.

The guaranteed minimum number of beds for Contracted Emergency Residential Services (CERS) is five beds per night for a total of 365 days, or 1,825 bed days per year of the contract.

Estimated Maximum Amount:

The estimated maximum number of beds for Steps for Vets is nine per night for each day of the contract, or 3,285 bed days per year of the contract.

The estimated maximum number of beds for Low Demand Safe Haven is nine per night for each day of the contract, or 3,285 bed days per year of the contract.

The estimated maximum number of beds for CERS is thirty-five per night for each day of the contract, or 12,775 bed days per year of the contract.

*Estimated Quantity:

VA estimates that it will require placement for approximately six veterans every day in Steps for Vets during the base year and option years or 2,190 bed days per year of the contract.

VA estimates that it will require placement for approximately six veterans every day in Low Demand Safe Haven during the base year and option years or 2,190 bed days per year of the contract.

VA estimates that it will require placement for approximately twenty-eight veterans every day in CERS during the base year and option years or 10,220 bed days per year of the contract.

Contract Period: Base POP Begin: 01-01-2020 POP End: 12-31-2020

Contract Period: Option 1 POP Begin: 01-01-2021 POP End: 12-31-2021

Contract Period: Option 2 POP Begin: 01-01-2022 POP End: 12-31-2022

Contract Period: Option 3 POP Begin: 01-01-2023 POP End: 12-31-2023

Contract Period: Base POP Begin: 01-01-2020 POP End: 12-31-2020

Contract Period: Option 1 POP Begin: 01-01-2021 POP End: 12-31-2021

Contract Period: Option 2 POP Begin: 01-01-2022 POP End: 12-31-2022

Contract Period: Option 3 POP Begin: 01-01-2023 POP End: 12-31-2023

Contract Period: Base POP Begin: 01-01-2020 POP End: 12-31-2020

Contract Period: Option 1 POP Begin: 01-02-2021 POP End: 12-31-2021

Contract Period: Option 2 POP Begin: 01-01-2022 POP End: 12-31-2022

Contract Period: Option 3 POP Begin: 01-01-2023 POP End: 12-31-2023

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PERFORMANCE WORK STATEMENT (PWS)

Health Care for Homeless Veterans Program 10/16/2019

Part 1

General Information

1.0 GENERAL: This is a non-personnel services contract to provide care, treatment, and rehabilitative services, including case management services; and therapeutic transitional housing assistance for the Health Care for Homeless Veterans Programs (HCHV). The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1. Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and services necessary to perform Health Care for Homeless Veterans as defined in this Performance Work Statement except for those items specified as Government furnished property and services. The contractor shall perform to the standards in this contract. Note: Under section 38 USC 2031, VA can contract for care, treatment, and rehabilitative services (for eligible veterans) with community-based treatment facilities. VA does not have the authority under 2031 to contract for housing alone; even if VA is also providing care and services to the veterans residing at the contractor’s facility, the contractor must furnish care, treatment and rehabilitative services.

1.2. Background:

a. The central goal of the HCHV program is to reduce homelessness among Veterans by conducting outreach to those who are the most vulnerable and who are not currently receiving VA services, and then engaging them in treatment and rehabilitation as well as in other VA programs and non-VA community programs that provide prevention and support services.

b. The HCHV program was developed from the original Homeless Chronically Mentally Ill (HCMI) Program, a six month pilot project, established February 12, 1987.

c. In recent years, VA’s effort to eliminate Veteran homelessness has led to the development of a range of additional programs and initiatives implemented by VHA Central Office, Office of Clinical Operations, and Homeless Programs Office. Additionally, programs such as Department of Housing and Urban Development-VA Supportive Housing (HUD-VASH) have been expanded to include programmatic components that address the gaps in services for homeless Veterans. Because HCHV programs typically are the first to make contact with homeless Veterans, they frequently serve as the entry point for these services and thus, provide VA a way to outreach, assist, and offer homeless Veterans an “Open Door” to the continuum of VA services.

d. In addition to this core mission, HCHV functions as a mechanism to contract with providers for community-based residential treatment for homeless Veterans.

e. Because the least disruptive and most economically efficient way to end homelessness is to prevent its occurrence, VA has expanded its homeless initiatives to include support services aimed at the prevention of homelessness. Unlike VA’s traditional homeless programs, which focus on treatment and rehabilitation of the individual Veteran, prevention services address those Veterans and their families who are at immediate risk for becoming homeless or who have recently become homeless. This group includes Veterans recently released from prison or who are otherwise involved with the criminal justice system. HCHV programs are well positioned to assist these Veterans in accessing the appropriate level of services through other VA programs and non-VA community programs.

f. The HCHV program is vital for providing a gateway to VA and community-based supportive services for eligible Veterans who are homeless. This includes ensuring that chronically homeless Veterans and/or those with serious mental health diagnoses can be placed in community-based programs that provide quality housing and services that meet the needs of these special populations.

1.3. Objectives:

· Clinical Assessment to provide determination of strengths, needs abilities and preference of each Veteran

· Initiation of case management to plan and coordinate the homeless Veteran’s care

1.4. Scope: HCHV Services address the cause and effects of homelessness in a community-based setting that provides direct services in a safe environment that supports recovery and meets the needs of homeless Veterans. Services include short-term residential treatment to Veterans (including those who must register as sex offenders) who need an immediate housing placement as they seek permanent housing and/or additional care and services. HCHV services may be responsible for the direct provision of case management and additional care and services. Additional care and services may include, but are not limited to, vocational training and skills development, and mental health and/or Substance Use Disorder (SUD) counseling.

· The contractor will serve males, females, transgender persons (based on their self-identified gender), and veterans with adult dependents in a way that protects the privacy and security of all veterans.

· Payment is provided for the veteran only.

1.5. Period of Performance: The period of performance of this contract shall be for one base year of 12 months and two 12-month option periods.

1.6. Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. As a minimum, the contractor shall develop QC procedures addressing the areas identified in Technical Exhibit 1, “Performance Requirements Summary.” Within 30 days after contract award, Contractor shall submit electronic copies (compatible with Microsoft Word or PDF) of a comprehensive written QCP to the Contracting Officer (CO) and COR. Contractor shall submit copies of revisions to the QCP to the CO and COR within five working days when changes are made thereafter. After acceptance of the quality control plan the contractor shall receive the CO’s acceptance in writing of any proposed change to his QC system.

1.7. Quality Assurance: The Government will periodically evaluate the contractor’s performance under this contract. Contractor shall provide the Government unrestricted access to facilities and records required to evaluate Contractor’s performance under this contract.

1.8. Recognized Holidays: Contractor shall perform residential services on the following holidays. Contractor shall bear the cost of any overtime and/or holiday pay to which its personnel may be entitled as a result of performing work under this contract. These costs shall not be billed to nor reimbursed by the Government.

1.9. Hours of Operation: The Contractor shall conduct business at the residential facility 24 hours per day. Admissions will occur at any time as clinically needed from VA Social Work Staff with collaboration from the COR. The Contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.10. Place of Performance: The work to be performed under this contract shall be performed at the contractor facility within 20 miles of the Southern Arizona VA Health Care System, 3601 S. 6th Ave, Tucson, AZ 85723.

1.11. Evidence of Insurance Coverage: Before commencing work under this contract, the Contractor shall furnish certification to the CO 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 VA CO, Network Contracting Office 18, 3601 S. 6th Ave. Tucson, AZ 85723. 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.

See VAAR Clause 852.237-7 for amounts.

1.12. Security Requirements: The contractor, its personnel, and its subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract The security requirements in ATTACHMENT 1-Contract Security are part of this contract and are incorporated herein by reference.

1.13. Physical Security: The contractor shall safeguard all Government equipment, information, and property provided for contractor use.

1.14. Post Award Conference/Periodic Progress Meetings/Weekly Treatment Group Meetings: The Contractor shall attend any post award conference convened by the contracting activity or contract administration office. The CO, Contracting Officers Representative (COR), Alternate Contracting Officer's Representative (ACOR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the CO will apprise the contractor of how the Government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. Contractor shall attend weekly treatment group meetings with the VA COR. All meetings described herein shall be at no additional cost to the Government.

1.15. Contracting Officer Representative (COR): The COR (and if applicable ACOR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: monitor Contractor’s performance of the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government specifications: monitor Contractor's performance and notifies both the CO and Contractor of any deficiencies; coordinate availability of Government furnished property, and provide site entry of Contractor personnel. The COR is not authorized to change any of the terms and conditions of this contract.

1.16. Key Personnel: The Contractor shall utilize the minimum key personnel named in Section 1.17 to perform the services required under this contract. In the event that any of the personnel named in the quote 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 CO and COR, in writing, a detailed explanation of the circumstances necessitating the substitution within one business day of the personnel change event. See Attachment D1.

a. The Contractor shall submit to the CO and COR, in writing, a plan for acting/interim coverage of the absent personnel within two business days after the start of an absence expected to last more than three days. This plan shall adequately address maintaining safety, security and service delivery within the program.

b. The Contractor shall email notice of proposed changes of personnel to the COR and include a resume for the proposed substitute, and any other information that may be needed to approve or disapprove the proposed substitution to the CO and COR within 15 business days of the personnel change event. Contractor shall bear the expense of any replacement of personnel it makes. Any substitution of personnel shall be without any increase to the contract price and without delay in the performance or delivery of services to the Government.

c. The Government shall have the right to require replacement of any Contractor or subcontractor employee assigned to work on this contract, if the Contracting Officer determines that the employee does 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 Special Qualifications requirements stated in the 1.17. Contractor shall bear the expense of any replacement of personnel directed by the Government. Any substitution of personnel shall be without any increase to the contract price and without delay in the performance or delivery of services to the Government.

1.17. Special Qualifications: The contractor shall ensure all employees possess and maintain current professional certification as described below during the execution of this contract. Contractor shall ensure the following staff performing services under this contract have the following qualifications and meet the following minimum staffing ratios: 1:20.

a. Housing Program Manager – High School Graduation or G.E.D. with a minimum of one year experience providing administrative services in an organization serving clients with social service needs.

b. Clinical Supervisor - licensed in the State of Arizona with one of the following: Licensed Professional Counselor, Licensed Marriage and Family Therapist, Licensed Independent Substance Abuse Counselor, Licensed Master of Social Worker or Licensed Clinical Social Worker.

c. Case Manager – Associates Degree in Social Services or similar field with a minimum of one year experience working with individuals with chronic medical, mental health, substance abuse problems, and/or homelessness, and be able to assess and anticipate crises.

d. Peer Support Specialist – Completion of Peer Support Specialist training and certification, and a minimum of 1 year of personal recovery from a mental health condition, homelessness and/or addiction.

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PART 2

DEFINITIONS & ACRONYMS

2.0 DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. ADMINISTRATIVE DISCHARGE. When the Veteran has been transferred to an alternate level of care with concurrence from the COR for medical, mental health, or substance abuse treatment to better meet the Veteran’s clinical needs.

2.1.2. BI-WEEKLY MEETINGS. Taking place every two weeks.

2.1.3. CONTRACTED EMERGENCY RESIDENTIAL SERVICES (CERS). Target and prioritize homeless Veterans transitioning from literal street homelessness, Veterans being discharged from institutions, including those in need of medical respite, and Veterans who recently became homeless and require safe and stable living arrangements while they seek permanent housing. CERS Programs, either directly or through linkage with community and other VA services, provide time-limited services such as supporting mental health stabilization, SUD treatment services, and enhancement of independent living skills, vocational training, and employment services. Emphasis is placed on referral and placement in permanent housing or longer term residential programs utilizing VA and/or community resources. Lengths of stay in CERS typically range from 30 to 90 days with the option to extend based on clinical need. NOTE: CERS programs represent a consolidation of existing HCHV contract residential programs, previously designated as either residential treatment (RT) or emergency housing (EH). Since varying levels of supportive services have been present in both, as noted above, this consolidation reflects the range and flexibility of these services as currently constituted.

2.1.4. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime contractor.

2.1.5. CONTRACTING OFFICER (CO). A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.6. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to assist with administering the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.7. COMMUNITY INTEGRATION. Community integration (CI) refers to a person’s belonging and full participation in society. CI traditionally has been defined by three main areas: employment or other productive activity, independent living, and social activity.

2.1.8. CHRONICALLY HOMELESS. The HCHV program follows the Federal definition of the term “chronically homeless” from section 401 of the McKinney-Vento Homeless Assistance Act, 42 U.S.C. 11360

2.1.9. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.10. DELIVERABLES SCHEDULE. A schedule of deliverables associated with the PWS. See ATTACHMENT 4 Deliverable Schedule.

2.1.11. HEALTH CARE FOR HOMELESS VETERANS PROGRAM. The Health Care for Homeless Veterans (HCHV) program is an essential and critical part of VHA, providing a gateway to VA and community-based supportive services for eligible Veterans who are homeless. HCHV programs provide outreach services; care, treatment, and rehabilitative services, including case management services; and therapeutic transitional housing assistance under 38 U.S.C. 2032 in conjunction with Work Therapy under 38 U.S.C. 1718. The program uses Contracted Residential Services (see paragraph 5.d.) in community locations to engage homeless Veterans who have been underserved. Many of these Veterans would benefit from mental health and Substance Use Disorder (SUD) treatment but will not avail themselves of these services without the encouragement of outreach workers.

2.1.12. HOMELESS. The HCHV Program follows the definition of “homeless” in 38 U.S.C. 2002(1) and section 103(a) of the McKinney-Vento Homeless Assistance Act, 42 U.S.C. 11302 (a). NOTE: the term “homeless” or “homeless individual” does not include any individual imprisoned or otherwise detained pursuant to an Act of Congress or state law.

2.1.13. HOMELESS OPERATIONS MANAGEMENT AND EVALUATION SYSTEM. The Homeless Operations Management and Evaluations System (HOMES) is an online data collection system that tracks homeless Veterans as they move through VA’s Homeless Programs. The system streamlines data collection processes and facilitates communication between VA homeless program staff and leadership on the local, regional, and national levels. By providing a centralized data collection system, HOMES enables VA to efficiently and effectively collect and manage access homeless Veteran data. Historically, when a Veteran entered a new VA homeless program or episode of care, homeless program staff would re-enter Veteran data into a program-specific system resulting in duplicated data across separate homeless program systems. Further, these systems did not share information about the Veteran and the care received. The HOMES system allows for single entry of Veteran data and satisfies program operations, management, and evaluation requirements. Any entry into the system is available to all homeless staff across all Veteran Integrated Service Networks (VISN). HOMES is designed so that critical data elements are compatible with HUD’s Homeless Management Information System (HMIS), allowing VA and HUD to meet the goals of integrating community and VA data into a single Registry.

2.1.14. HOMELESS MANAGEMENT INFORMATION SYSTEM. The Homeless Management Information System (HMIS) is a computerized data collection tool specifically designed to capture client level information over time on the characteristics and service needs of men, women, and children experiencing homelessness and the services provided to them. HMIS implementations can encompass geographic areas ranging from a single county to an entire state and are administered locally within the community (Continuum of Care) by one lead agency that is responsible for standards and privacy compliance, as well as HUD reporting and other funder required aggregate reporting.

2.1.15. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS.

2.1.16. LOW DEMAND SAFE HAVENS (LDSH) are 24-hour staffed transitional residences with private or semi-private accommodations, that target the population of hard-to-reach, chronically homeless Veterans with mental illness and/or substance use problems who require a low-demand environment. The low-demand or non-intrusive environment is designed to re-establish trust and motivate the homeless Veteran to seek needed treatment services and transitional and permanent housing options. Lengths of stay in LDSH programs are typically 6 months with the option to extend based on clinical need.

2.1.17. MEDICAL RESPITE. Medical respite refers to acute and post-acute medical care provided for homeless persons who are too ill or frail to recover from a physical illness or injury independently, but who are not ill enough to be in a hospital. Unlike “respite” for caregivers, “medical respite” is short-term residential care that allows homeless individuals the opportunity to rest in a safe environment while accessing medical care and other supportive services. Medical respite care can be offered in a variety of settings including freestanding facilities, homeless shelters, nursing homes, and transitional housing. The care can be provided through any one of a number of different models, including a visiting care team (e.g., visiting nurses, rotating teams), an in-house clinical team, and/or in direct consultation with an established care team at a medical facility in such a way that therapeutic care can be provided and a treatment plan can be carried out at the respite facility.

2.1.18. NEGATIVE DISCHARGE. a.) the Veteran left the program by his/her own decision, without consulting staff; b.) the Veteran was asked to leave because of violation of program rules or failure to comply with program requirements (not including those who were asked to leave due to threatened/actual violence to self or others). This measure is set by VHA Homeless Program and can change yearly. The FY19 target for this measure is 23%.

2.1.19. PERFORMANCE REQUIREMENTS SUMMARY. The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success. See Performance Requirements Summary.

2.1.20. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.21. POSITIVE DISCHARGE. The Veteran has been successfully placed as anticipated in permanent housing (housing owned or rented by Veteran, with or without subsidy, and those who move in with friends or family on a permanent basis). This measure is set by VHA Homeless Program and can change yearly. The FY19 target for this measure is 53%.

2.1.22. QUALITY ASSURANCE. The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.23. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.24. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

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

2.1.26. Steps For Vets (SFV): The Steps for Vets Program provides supportive services for Veterans who are homeless and are being treated at the VA with serious mental illnesses (SMI). Lengths of stay in Steps for Vets programs are typically 6 months with the option to extend based on clinical need.

2.1.27. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.28. SUPPORTIVE HOUSING. Supportive Housing is a combination of housing and services intended as a cost-effective way to help people live more stable, productive lives. Supportive housing is widely believed to work well for those who face the most complex challenges—individuals and families confronted with homelessness and who also have very low incomes and/or serious, persistent health issues. Supportive housing can be coupled with social services such as job training, life skills training, alcohol and drug abuse programs, community support services, and case management. Supportive housing is intended to be an efficient, pragmatic solution that improves quality of life and, to the extent feasible, reduces the overall cost of care.

2.1.29. SUPPORTIVE SERVICES. Supportive Services encompass a range of services that assist an individual in the transition from the streets or shelters into permanent or permanent supportive housing and that assist persons with living successfully in housing. Examples of supportive services include, but are not limited to: assistance in securing permanent housing; vocational assistance, including mentoring and coaching as well as job placement; income assistance and financial planning; relapse prevention; and social and recreational activities.

2.1.30. TREATMENT TEAM. Treatment team includes: VA HCHV Social Worker, VA HCHV Program Manager, Contractor Clinical Supervisor, and Contractor Case Manager.

2.1.31. UNACCEPTABLE DISCHARGE. When: a.) the Veteran is discharged to a homeless shelter or drop in setting after a length of stay greater than seven (7) days from the date of admission unless there is concurrence from the COR that there is no other alternative due to circumstances beyond the Contractor’s control; b.) the Veteran is discharged to the streets at any point in time after the date of admission under any circumstances.

2.1.32. VETERAN. A Veteran, for the purpose of HCHV programs, is a person who served in the active military, naval, or air service, and who was discharged or released under conditions other than dishonorable and is enrolled or eligible for VA health care under 38 CFR 17.36 or 17.37. An eligible veteran must meet the criteria specified in 38 CFR 63.3 to qualify for benefits under the HCHV program.

2.1.33. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.34. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.0 GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 Veterans will be screened for entry to HCHV Contracted Residential Services to determine medical and psychiatric stability and their suitability for entry to the program by VA Staff.

3.2 Services: The Government will provide a VA Case Manager who will be delegated as the primary COR to ensure psychosocial needs are met and to facilitate assistance with an appropriate Contracted housing placement. The COR will meet with Contractor weekly or bi-weekly for treatment group meetings to review Veteran treatment plans.

a. The VA will obtain an initial Release of Information (ROI) from each Veteran for any information requested by outside parties during the Veteran’s participation in the program.

b. Appropriate VA and/or community services must be coordinated by the VA HCHV program staff, as indicated, for aftercare or re-engagement regardless of exit circumstances.

3.3 Materials: The Government will provide Contractor with training with the HOMEs program requirements (estimate of four hours), VA Assessment and Treatment forms and documentation training (estimate of one hour), space for weekly treatment team meetings, initial assessment, initial and recurrent treatment plan, and ongoing consultation regarding evidence based therapies approved by the VA.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4.0 CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2 Provide Treatment Services and Documentation of Services. Contractor shall provide the Contracted Emergency Residential Services described in the Performance Work Statement as outlined below.

4.3 Residential Care Facilities: The Contractor shall have site control of the residential care facility through ownership or valid lease. 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 inspect any facility and associated services at any time under the terms of this contract.

a. Contractor shall ensure its facilities are licensed as required for the particular setting and meet all applicable local, state, and Federal requirements concerning licensing and health codes. Contractor shall provide copies of valid licenses 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.

b. Contractor shall meet all the standards referenced in the Health Care for Homeless Veteran (HCHV) Contracted Provider Inspection Form provided in ATTACHMENT 2 which is incorporated herein by reference.

c. Contractor shall ensure its facilities meet the following standards:

i. NFPA 101: Life Safety Code. This code can be located at http://www.nfpa.org/aboutthecodes/AboutTheCodes.asp?DocNum=101# or within the published NFPA 101: Life Safety Code, 2012 edition

ii. Americans with Disabilities Act (ADA) to include facility safety and accessibility requirements of the disabled, see www.ada.gov. This also includes meeting standards for certified service dogs in the facility, see current standards at www.ada.gov/service_animals_2010.htm. Service Dog owner is responsible for supervision, care and feeding of animal.

d. Contractors shall provide the following to each Veteran referred and admitted to the Contract Residential Care facility:

i. Sleeping accommodations that are safe and accessible to Homeless Veterans, particularly of vulnerable target populations such as the geriatric community that may have issues with things such as climbing stairs and ladders, along with a designated single standing bed with a mattress 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 private or semi-private room that affords the Veteran safety, privacy and security. Steps for Vets and Low Demand Safe Haven beds shall be in private rooms. Appropriate linens/bedding for the bed including a pillow.

ii. A night stand for personal effects.

iii. Closet space sufficient to hang clothing.

iv. A Chest of Drawers with sufficient drawer space to hold Veteran clothing/personal effects.

v. A safe and securely locked 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.). This securely locked space must be of sufficient size to contain a 17” laptop and/or other valuables/ medications. The locked space must also be permanently mounted in the facility so as not be easily removed from the facility.

vi. Laundry facilities (including detergent and dryer sheets/fabric softener) for Veterans to do their own laundry or laundry services provided as part of the Veteran’s stay in the residential care program (at no cost to the Veteran).

e. Contractor shall 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 (1-2 hour checks for staff observation). No video surveillance in private areas such as bathrooms or sleeping areas.

f. Sanitary procedures shall be established by the Contractor. Veterans are to be taught such procedures and encouraged to follow them. Many Homeless Veterans need to be taught how to successfully keep their own residence clean after successful transition to stable housing. Contractor shall encourage Veterans to engage in the cleaning and upkeep of the facility. Such encouragement should be limited to Veteran’s clinical abilities. The Contractors staff is responsible for ensuring a clean and sanitary living environment. The VA COR may perform random checks to ensure cleanliness.

g. Contractors shall provide a safe environment for all Veterans. These policies and procedures must be communicated to Veterans 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 record by the Contractor. The following situations are to be enforced and addressed with the Veteran:

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

ii. On-site contraband, weapons (including props or souvenirs that appear to be weapons), drugs, alcohol, or related paraphernalia;

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 when clinically warranted; staff observation and recording of taking of controlled substances and other medications by Veterans when clinically warranted;

vii. Room inspections and daily bed checks of Veterans residing in the program, including methods and frequency. Daily tracking and documentation of Veteran’s presence in the program at least once daily. If a Veteran has not been confirmed present in any one 24 hour period, the Contractor shall notify the COR immediately;

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

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

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

h. Contractor shall provide Veterans three meals a day, seven days a week, or the means to purchase and prepare their own meals. These meals must meet USDA suggested nutritional guidelines or other medically directed requirements and the facilities/equipment to prepare three meals daily, that encourages social interaction. Meals provided by Contractor which are traditionally served hot should be served at an appropriate temperature. Contractors shall ensure that all food, whether purchased by Veterans or provided by Contractor, is stored, handled and served in a safe and sanitary manner that meets accepted industry standards and guidelines. Contractor staff shall assess Veterans who are preparing their own meals to ensure food is being handled and stored in a safe manner.

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 extended homelessness, chronic medical, mental health or…