36C25926Q0497 - final.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

36C25926Q0497 10-15-2026

Haylee Schrick-Ange, haylee.schrick-ange@va.gov (303) 712-5829 10-29-2026

2PM MDT

36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

X

623220

$19 Million

N/A

Department of Veterans Affairs Rocky Mountain Regional VAMC

1700 N Wheeling Street Aurora CO 80045

36C259

Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

Department of Veterans Affairs Financial Service Center PO Box 149971 Austin TX 78714-9971

See CONTINUATION Page

The contractor shall provide short-term transitional housing for Rocky Mountain Regional VA Medical Center.

Questions pertaining to the solicitation are due by 2:00pm MST within 3 business days of solicitation issuance via email ONLY. Please email to haylee.schrick-ange@va.gov.

Fax and telephone questions will not be accepted.

Proposals are due by the date and time listed in Block 8 via email. Faxed proposals will not be accepted.

See CONTINUATION Page

X (1)

Yomika Brock

36C25926Q0497

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 PRICE/COST SCHEDULE

B.3 PERFORMANCE WORK STATEMENT

B.4 VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

GENERAL

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (OCT 2025) (DEVIATION)

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

C.3 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.4 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.5 52.222-90 ADDRESSING DEI DISCRIMINATION BY FEDERAL CONTRACTORS

(DEVIATION APR 2026)

C.6 52.223-23 SUSTAINABLE PRODUCTS (NOV 2025) (DEVIATION)

C.7 52.232-18 AVAILABILITY OF FUNDS (APR 1984)

C.8 52.237-3 CONTINUITY OF SERVICES (JAN 1991)

C.9 52.240-91 SECURITY PROHIBITIONS AND EXCLUSIONS (NOV 2025)

(DEVIATION)

C.10 52.252-6 AUTHORIZED DEVIATIONS IN CLAUSES (NOV 2020)

C.11 VAAR 852.211-76 LIQUIDATED DAMAGES – REIMBURSEMENT FOR DATA

BREACH COSTS (FEB 2023) ALTERNATE I (FEB 2023)

C.12 VAAR 852.237-70 INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE

(OCT 2019)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

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

COMMERCIAL SERVICES (OCT 2025) (DEVIATION)

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

1998)

E.3 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (OCT 2025) (DEVIATION)

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

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR: (Please fill out information below)

Contractor Name: ___________________________ Title: ___________________________ Address: ___________________________ Telephone: ___________________________ Facsimile: ___________________________

UEI: ___________________________

TIN: ___________________________

b. GOVERNMENT:

Contracting Officer: Yomika Brock Contract Specialist: Haylee Schrick-Ange

Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village, CO 80111

2. 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

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly in arrears

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. 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. Current Invoicing information is located at http://www.fsc.va.gov/einvoice.asp.

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

AMENDMENT NO DATE

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

6. Federal Acquisition Regulations (FAR) require all contractors doing business with the Government to register and maintain registration on two separate and individual online databases:

a. CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS) – as prescribed in FAR Part 42.15, the Department of Veterans Affairs (VA) evaluates contractor past performance on all contracts that exceeds the simplified acquisition threshold. Additional information is found in section 4.9 of the Performance Work Statement (PWS).

b. SYSTEM FOR AWARD MANAGEMENT (SAM) – all prospective awardees shall be registered and maintain active registration in the SAM database prior to award, during performance, and through final payment of any contract resulting from this solicitation. After initial registration, the contractor is required to update registration data as changes occur and must re-register annually. Noncompliance will preclude the exercising of any option periods that may be included herein and may be cause for termination of the contract. Refer to FAR Clause 52.212-4(t) for more details.

7. SECURE FAX: In accordance with VA Handbook 6500, the following statement is required on all faxes cover sheets; if it is determined the ordering process will include a fax: “This fax is intended only for the use of the person or office to which it is addressed and may contain information that is privileged, confidential or protected by law. All others are hereby notified that the receipt of this fax does not waive any applicable privilege or exemption for disclosure and that any dissemination, distribution or copying of this communication is prohibited. If you have received this fax in error, please notify this office immediately at the telephone number listed above.

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 OIG Hotline (va.gov) 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.

9. POST AWARD ORIENTATION: The Contracting Officer will schedule a post award orientation conference for contract orientation purposes as required by required by VAAM M842.5 Post Award Orientation VAAM (sharepoint.com).

https://dvagov.sharepoint.com/sites/VACOOALALF/ALFA/SitePages/VAAM.aspx?reg=M842#_M842.503__Postaward

B.2 PRICE/COST SCHEDULE

Services Provided: The contractor shall provide short-term, transitional, residential care. Eligible programs may be, but are not required, to be Mental Health Transitional Living (MHTL) Homes (Level I or Level II). This service will be paid for by the Bed Day of Care defined as initiating at 12:00 pm and terminating at 11:59 am the following day. Community Mental Health Centers will be well-suited to providing this service because they are accustomed to using their assisted living residence resources for short-term housing and due to their mental health expertise.

Place of Performance: Contractor shall furnish services at RMR VAMC, 1700 N Wheeling St, Aurora, CO 80045.

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

90.00 DY __________________ __________________

Short-term transitional housing services with psychiatric step-down services Contract Period: Base POP Begin: 12-01-2026 POP End: 11-30-2027 PRINCIPAL NAICS CODE: 623220 - Residential Mental Health and Substance Abuse Facilities PRODUCT/SERVICE CODE: Q519 - Medical - Behavioral and Mental Health services Contract Period: Option 1 POP Begin: 12-01-2027 POP End: 11-30-2028 PRINCIPAL NAICS CODE: 623220 - Residential Mental Health and Substance Abuse Facilities services Contract Period: Option 2 POP Begin: 12-01-2028 POP End: 11-30-2029 PRINCIPAL NAICS CODE: 623220 - Residential Mental Health and Substance Abuse Facilities services Contract Period: Option 3 POP Begin: 12-01-2029 POP End: 11-30-2030 PRINCIPAL NAICS CODE: 623220 - Residential Mental Health and Substance Abuse Facilities services Contract Period: Option 4 POP Begin: 12-01-2030 POP End: 11-30-2031 PRINCIPAL NAICS CODE: 623220 - Residential Mental Health and Substance Abuse Facilities

GRAND TOTAL __________________

B.3 PERFORMANCE WORK STATEMENT

1. GENERAL.

1.1. The Veterans Affairs Eastern Colorado Health Care System in Aurora, Colorado (“VA ECHCS”), requires contractors to provide services as part of its Inpatient Psychiatric and Residential Continuum of Care to vulnerable Veterans following discharge from the Inpatient Mental Health Unit or Residential Treatment.

1.2. The contractor shall provide short-term, transitional, residential care. Eligible programs may be, but are not required, to be Mental Health Transitional Living (MHTL) Homes (Level I or Level II). This service will be paid for by the Bed Day of Care defined as initiating at 12:00 pm and terminating at 11:59 am the following day. Community Mental Health Centers will be well-suited to providing this service because they are accustomed to using their assisted living residence resources for short-term housing and due to their mental health expertise.

1.3. Authority: Title 38 USC 8153, Health Care Resources (HCR) sharing Authority

1.4. Policy/Directives/Handbooks. The contractor shall be subject to the following policies, including any subsequent updates during the period of performance. The policies listed below can be accessed electronically at the following: VA Publications VHA Publications

1.4.1. VA Directive 1663: Health Care Resources (HCR) Contracting – Buying Title 38 U.S.C. 8153

1.4.2. VHA Directive 1003.04: VHA Patient Advocacy

1.4.3. VHA Directive 1065: Productivity and Staffing Guidance for Specialty Provider

Group Practice

1.4.4. VHA Directive 1088(1): Communicating Test Results to Providers and Patients

1.4.5. VHA Directive 1100.18: Reporting and Responding to State Licensing Boards

1.4.6. VHA Directive 1100.20: Credentialing of Health Care Providers

1.4.7. VHA Directive 1100.21: Privileging

1.4.8. VHA Directive 1192.01: Seasonal Influenza Vaccination Program for VHA Health

Care Personnel

1.4.9. VHA Directive 1220(1): Facility Procedure Complexity Designation Requirements to Perform Invasive Procedures in Any Clinical Setting

1.4.10. VHA Directive 1605.01: Privacy and Release of Information

VHA Directive 1907.01: VHA Health Information Management and Health Records

1.4.11. VHA Handbook 1100.17: National Practitioner Data Bank (NPDB) Reports

1.4.12. Privacy Act of 1974 (5 U.S.C. 552a) as amended:

http://www.justice.gov/oip/foia_updates/Vol_XVII_4/page2.htm

1.5. Acronyms/Definitions: Terms used in this contract shall be interpreted as follows unless the context expressly requires a different construction and/or interpretation. In case of a conflict in language between the Definitions and other sections of this contract, the language in this section shall govern.

1.5.1. AANS: American Association for Neurological Surgeons

http://aans.org/en/Education%20and%20Meetings/Clinical%20Guidelines.aspx https://www.va.gov/vapubs/ https://www.va.gov/vhapublications/index.cfm https://www.va.gov/vhapublications/index.cfm http://www.justice.gov/oip/foia_updates/Vol_XVII_4/page2.htm http://aans.org/en/Education%20and%20Meetings/Clinical%20Guidelines.aspx

1.5.2. ABNS: American Board of Neurological Surgery

http://www.abns.org/content/default.asp

1.5.3. ACGME: Accreditation Council for Graduate Medical Education

1.5.4. ACLS: Advanced Cardiac Life Support

1.5.5. AOD: Admitting Officer of the Day

1.5.6. BLS: Basic Life Support

1.5.7. CCNE: Commission on Collegiate Nursing Education:

www.aacn.nche.edu/accreditation

1.5.8. CDC: Centers for Disease Control and Prevention

1.5.9. CR: Contract Discrepancy Report

1.5.10. CEU: Certified Education Unit

1.5.11. CME: Continuing Medical Education

1.5.12. CMS: Centers for Medicare and Medicaid Services

1.5.13. Contracting Officer (CO): The person executing this contract on behalf of the

Government with the authority to enter into and administer contracts and make related determinations and findings.

1.5.14. Contracting Officer’s Representative (COR): A person appointed by the CO to take necessary action to ensure the Contractor performs in accordance with and adheres to the specifications contained in the contract and to protect the interest of the Government. The COR shall report to the CO promptly any indication of non-compliance in order that appropriate action can be taken.

1.5.15. COS: Chief of Staff

1.5.16. CPARS: Contractor Performance Assessment Reporting System

1.5.17. Credentialing: Credentialing is the systematic process of screening and evaluating qualification and other credentials, including licensure, required education, relevant training and experience and current competence and health status.

1.5.18. DEA: Drug Enforcement Agency

1.5.19. ED: Emergency Department

1.5.20. EHR: Electronic Health Record - electronic health record system used by the VA

1.5.21. FSMB: Federation of State Medical Boards

1.5.22. FTE: Full Time Equivalent VA’s standard definition is for full time working an equivalent of 80 hours every two weeks, 2080 hours per year. However, providers may propose using their standard FTE definition.

1.5.23. HHS: Department of Health and Human Services

1.5.24. HIPAA: Health Insurance Portability and Accountability Act

1.5.25. HR: Human Resources

1.5.26. ISO: Information Security Officer

1.5.27. Medical Emergency: a sudden onset of a medical condition manifesting itself by acute symptoms of sufficient severity that the absence of immediate medical attention could reasonably result in: Permanently placing a patient's health in jeopardy, causing other serious medical consequences, causing impairments to http://www.aacn.nche.edu/accreditation body functions, or causing serious or permanent dysfunction of any body organ or part.

1.5.28. MOD: Medical Officer of the Day

1.5.29. National Provider Identifier (NPI): NPI is a standard, unique 10-digit numeric identifier required by HIPAA. The Veterans Health Administration must use NPIs in all HIPAA-standard electronic transactions for individual (health care practitioners) and organizational entities (medical centers).

1.5.30. NLNAC: National League for Nursing Accrediting Commission. www.nlnac.org

1.5.31. Non-Contract Provider: any person, organization, agency, or entity that is not directly or indirectly employed by the Contractor or any of its subcontractors

1.5.32. NP: Nurse Practitioner

1.5.33. NPPES: National Plan and Provider Enumeration System

1.5.34. PA: Physician Assistant

1.5.35. PALS: Pediatric Advanced Life Support

1.5.36. POP: Period of Performance

1.5.37. PPD: Purified Protein Derivative

1.5.38. PWS: Performance Work Statement

1.5.39. Privileging (Clinical Privileging): Privileging is the process by which a practitioner, licensed for independent practice; e.g., without supervision, direction, required sponsor, preceptor, mandatory collaboration, etc.; is permitted by law and the facility to practice independently, to provide specific medical or other patient care services within the scope of the individual’s license, based upon the individual’s clinical competence as determined by peer references, professional experience, health status, education, training and licensure. Clinical privileges must be facility-specific and provider-specific.

1.5.40. QA/QI: Quality Assurance/Quality Improvement

1.5.41. QM/PI: Quality Management/Performance Improvement

1.5.42. QASP: Quality Assurance Surveillance Plan

1.5.43. Veterans Health Administration (VHA): The central office for administration of the

VA medical centers through throughout the United States. The VHA is located in Washington, D.C.

1.5.44. Veterans Integrated Services Network (VISN): The regional oversight for the VA medical centers.

1.5.45. VistA (Veterans Integrated Systems Technology Architecture): A PC based system that will capture and store clinical imagery, scanned documents and other non-textual data files and integrates them into patient’s medical record and with the hospital information system.

1.5.46. VetPro: a federal web-based credentialing program for healthcare providers.

2. BACKGROUND.

The 2023 Veterans Health Administration (VHA) Inpatient Mental Health Services Directive (VHA Directive 1160.06) states: “The primary goal of Inpatient Mental Health Services is to provide a safe and secure therapeutic environment to stabilize Veterans experiencing acute distress and improve their functional status, so they no longer require acute hospitalization. This http://www.nlnac.org/ is accomplished through the provision of Services based on the guiding principles listed above, and to facilitate smooth care transitions that connect Veterans to services and support at a less intensive level of care and facilitate post-discharge engagement.”

3. SERVICES TO BE PROVIDED

3.1. Basic Services:

The Mental Health Transitional Living (MHTL) Homes) may be certified by the Colorado Behavioral Health Administration (CO BHA) or the Colorado Department of Human Services (CDHS) at level I or level II. Even if the selected Contractor is not licensed as an MHTL they shall provide room, board and at a minimum the following:

a. Transportation via contractor vehicle to pick up Veterans discharged from VA facilities.

b. Provide a physical environment that is safe and designed to support Mental Health Transitional Residential Treatment services.

c. Secured (locked) medication room/area and medication administration to Veterans by Contractor’s technicians who are Colorado Qualified Medication Administration Persons (QMAP) or Registered Nurses (RN).

d. Offer telephonic coordination of care and clinical updates on an as needed (when clinical care concerns arise) basis with the Rocky Mountain Regional Veterans Affairs Medical Center (RMRVAMC) Inpatient Mental Health Point of Contact (INPT

MH POC).

e. Ensure staff presence in the Contractor facility on a 24-hour basis. This includes monitoring the needs of patients to ensure the residents receive the services and care necessary to protect their health, safety, and well-being.

f. Verbal prompting to encourage Veterans to complete activities of daily living that include getting out of bed in the morning, daily hygiene, attending groups, following up with VA appointments, and appropriate social skills.

g. Assess Veteran needs, develop residential service plans with guidance from RMRVAMC INPT MH POC, monitor veteran treatment progress, and plan discharge disposition in consultation with RMRVAMC Inpatient Mental Health POC.

h. Provide Residential Program milieu management including verbal prompting for group participation, encouragement for hygiene and basic self-care, and prevention of disruptive behavior.

i. Daily rehabilitative activities and or group activities. These may include daily community meetings or other supportive content like stress coping skills instruction.

j. If applicable, the Contractor shall ensure CO BHA/CDHS or other relevant licensure of the Contractor Facility/Program and meet established standards for health and safety which include resident rights, protection from abuse, quality of residents’ lives, and quality of residents’ care through unannounced annual surveys and compliance inspections.

3.2. The Contractor shall comply with applicable requirements of the Confidentiality of Alcohol and Drug Abuse Patient Records (42 CFR Part II) and the Confidentiality of Certain Medical Records (38 USC 7332).

3.3. The Contractor shall comply with the principles listed in 38 CFR 17.707(b) to provide housing and supportive services in a manner that is free from religious discrimination.

4. ADDITIONAL CONTRACT REQUIREMENTS

4.1 Contractor agency may be licensed as a Mental Health Transitional Living (MHTL) Home

(Level I or Level II) by the Colorado Behavioral Health Administration (CO BHA) or the Colorado Department of Human Services (CDHS) or they may be overseen under a similar designation that can provide short-term, transitional housing and mental health support that meets the list of services to be provided.

4.2 The Contractor’s facility must be located within a 60-mile radius of the Rocky Mountain Regional Veterans Affairs Medical Center (RMRVAMC). The RMRVAMC is located at 1700 N. Wheeling Street in Aurora, CO 80045.

4.3 Personnel: All services under this contract shall be performed by qualified staff including:

i. Residential Counselors, Residential Program Managers, and Registered Nurses

ii. Any staff administering medications shall be certified in Qualified Medication

Administration Person (QMAP).

iii. Staff shall be proficient and trained yearly in patient rights and Basic Life Support

(BLS) certification.

5. KEY PERSONNEL- DUTIES AND RESPONSIBILITIES

5.1 The Step-Down Unit Contractor Program Manager shall:

• Supervise Residential Counselors in the facility

• Have thorough awareness of the expectations of this Performance Work Statement

(PWS)

• Ensure emergency notification of the VA occurs for critical incidents

• Ensure timely response to VA referrals and phone contact and full review of admission packets o Contractor will acknowledge receipt of admissions request within two (2) hours of receipt and provide a decision on accepting the referral within one

(1) business day of the referral.

5.2 Residential Counselors shall:

• Provide observation and redirection of residents of the facility in accordance with CO BHA/CDHS guidelines.

• Administer Veterans medications in accordance with QMAP rules.

• Ensure that incident reports are written and given to the program manager for review.

6. REFERRALS

6.1 Referrals from the VA to the Step-Down Contractor will occur during regular business hours Monday through Friday from 8:00am to 4:30pm and will be accompanied by a call to the MHTL office and a follow-up faxed admission packet for review. Admission packet will include:

• Veteran name, age, diagnosis

• Name and date of next placement/housing plan

• Medical Clearance Statement

• Signed Veteran Understanding of Step-down Rules and Consequences

• Step Down may specify their own needed referral questions

6.2 The VA and the Contractor will each establish primary and secondary points of contact

(POCs) and emergency contacts with phone numbers and email addresses for referrals, care coordination, and emergency notification for critical incidents after the contract has been awarded.

6.3 Response by the Contractor to the VA on admission referrals shall be complete with acknowledgment of receipt of the admission packet within one business day of VA faxing/secure message. The physical transport and admission of the Veteran to the Contractor facility must be completed within 3 business days of receiving the admission packet if the Veteran is accepted.

6.4 It is understood that the Contractor will not be paid for care provided to a referred Veteran beyond the period authorized in the referral, unless an extension of the authorization is provided in writing by the VA.

7. ABSENCES AND CANCELLATION

7.1 The contractor shall notify the VA of unauthorized absences by a referred Veteran from the facility.

7.2 The contractor shall notify the authorizing VA facility immediately when a medical emergency occurs that requires hospitalization of a referred Veteran. It is agreed that the Veteran will be admitted to the RMRVAMC when possible. When such admission is not feasible because of the nature of the emergency, hospitalization in a non-federal hospital may be accomplished if VA authorization is obtained. If hospitalization of a non-emergency nature is required, admission to the appropriate VA facility will be accomplished promptly.

7.3 The contractor shall notify the authorizing VA facility immediately of any critical incidents involving Veterans residing in the residential program. The contractor shall notify the VA Inpatient Mental Health point of contact by telephone during the hours of 8:00am and 4:30pm on weekdays. For all incidents that occur after normal business hours, the contractor should notify the Medical Center Administrative Officer on Duty (AOD).

7.4 In addition to notification of the VA for critical incidents, the VA grants the Contractor Program the right to discharge a Veteran in care, in consultation with the VA, for significant infractions or concerns.

i. Critical Incidents requiring notification which may also result in discharge from the program include the following:

1) Absences without leave for greater than 12 hours.

2) Confirmed use of alcohol or illegal substances.

3) Significant disruptive behavior that cannot be redirected such as, threats, physical assaults, significant sexual or racially harassing behavior.

4) Medical problems requiring hospitalization for which the Contractor program is not able to provide aftercare.

8. CONTRATOR STAFF CONDUCT/COMPLAINTS HANDLING

Contractor personnel shall be expected to treat referred Veterans with dignity and respect and abide by standards of conduct mirroring those prescribed by current federal personnel regulations. The Contractor shall comply with the VA Patient's Bill of Rights as set forth in 38 CFR 17.34a (copy available upon request).

9. TRANSPORTATION

The Contractor shall provide all Veterans with transportation from the RMR VAMC Medical Center at the point of discharge to the Contractor facility at the agreed upon date and time after admission acceptance.

10. FACILITY

10.1 It is the responsibility of the Contractor to properly maintain its facilities and the VA shall have no responsibility for paying or reimbursing the Contractor for such expenses. The contract facility must:

a. Have a current occupancy permit and Mental Health Transitional Living (Level I or Level

II) License issued by the local and state governments in the jurisdiction where the facility is located. (CO BHA/CDHS).

b. Tax Identification Number

c. Comply with existing standards of State safety codes and local, and/or State health and sanitation codes (Sanitary License from Environmental Health)

d. Have handicapped accessibility by ADA Law Authority.

e. Where applicable, be accredited by the State to be equipped with operational air conditioning /heating systems

f. Be kept clean free of dirt, grime, mold, or other hazardous substances and damaged noticeably detract from the overall appearance.

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

h. Have windows and doors that can be opened and closed in accordance with manufacturers’ standards.

10.2 The contractor facility must meet fire safety requirements, as follows:

a. Fire exit drills must be held at least quarterly. Residents must be instructed in evacuation procedures when the primary and/or secondary exits are blocked. A written fire plan for evacuation in the event of fire shall be developed and reviewed annually. The plan shall outline the duties, responsibilities and actions to be taken by the staff and residents in the event of a fire emergency. This plan shall be implemented during fire exit drills.

b. A written policy regarding tobacco smoking in the facility shall be established and enforced.

c. Portable fire extinguishers shall be installed at the facility. Use NFPA 10, Portable Fire Extinguishers, as guidance in selection and location requirements of extinguishers.

11. Facility Safety Requirements

11.1 Contractor shall strictly follow all facility safety requirements as outlined throughout:

a. Building Construction:

1) If the facility is in the same building with other occupancies, the facility cannot have a sole means of egress or means of escape that passes through nonresidential or non-health care occupancy in the same building.

2) If the board and care occupancy is located above nonresidential or non-health care occupancy, the board and care occupancy and exits shall be separated from the nonresidential or non-health care occupancy by construction having a minimum 2-hour fire resistance rating.

b. Means of Escape:

1) All designated means of escape shall be continuously maintained free of all obstructions or impediments to enable instant use in case of fire or emergency.

2) All door assemblies that are required to swing in the direction of exit travel shall be operating properly.

3) Every sleeping room and living area shall have a primary means of escape that provides a safe path of travel, to the outside.

4) If sleeping rooms or living areas are above or below the level of exit discharge, the primary means of escape shall comply with items i, ii, iii, or iv below:

i. The primary means of escape is an exterior stair, or

ii. The primary means of escape is a horizontal exit, or

iii. The primary means of escape is a fire escape stair, or

iv. The primary means of escape is an interior stair meeting 1, 2, or 3 below:

a) A stair, enclosed with 30-minute construction including 20-minute self or automatic closing fire doors, provided that all portions of the primary means of escape are separated from all occupied or furnished spaces on lower floors with 30-minute construction, or

b) In buildings 3 stories or less, protected throughout by QR or residential sprinklers, stairs, open on the 3rd floor (only), provided that all portions of the primary means of escape are separated from all occupied or furnished spaces on lower floors with 30-minute construction, or

c) An open stair in buildings 2 stories or less in height that are protected throughout by QR or residential sprinklers.

d) All doors shall be at least 32 inches wide.

e) Closet doors shall be designed to allow opening from the inside.

f) Bathroom doors shall be designed to allow opening from the outside during an emergency.

g) All doors in the means of escape (except those meeting delayed egress or access-controlled egress locks) shall not be locked in the direction of egress.

c. Protection

1) Exterior stairs shall be reasonably protected by distance, arrangement, or protection of openings exposing the stairs so that blockage by fire of the exterior and interior means of escape simultaneously is unlikely.

2) All hazardous areas on the same floor need to be protected by a primary means of escape and sleeping rooms need to be protected by a smoke partition that shall be located between the hazardous areas and the sleeping rooms or primary escape route, with a self or automatic closing door.

[Note: Hazardous areas include areas for corrugated cardboard storage, food or household maintenance items in wholesale or institutional type quantities and concentrations, or mass storage of residents’ belongings.] [Note: Hazardous areas that are not on the same floor as, and those that are not in or abutting, a primary means of egress or sleeping room are permitted to be protected by sprinklers alone.]

3) The corridor walls constructed as smoke partitions shall be capable of resisting the passage of smoke.

4) Corridor doors shall have latches or other mechanisms suitable for keeping the doors closed.

5) Corridor doors shall be arranged so that nothing prevents the occupant from being able to close the door.

6) Fire alarm systems shall be installed with manual pull boxes at the exit doors.

7) The fire alarm system shall provide occupant notification with audible and visible appliances that operate throughout the building.

8) The fire alarm panel shall be attended 24/7 protected by a smoke detector or smoke alarm.

9) Interconnected AC-powered smoke alarms shall be installed in all sleeping rooms, and placed on all levels, including basements, with additional smoke alarms installed in living areas including living rooms, dens, dayrooms and similar spaces shall be audible in all sleeping areas.

[Note: Systems detectors installed in these spaces are permitted in place of the smoke alarms.]

d. Utilities

1) Stoves and combustion heaters shall be located so they do not block escape in case of fire caused by malfunction of the stove or heater.

a. Operating Features

2) There shall be a written fire emergency plan for protecting all people in the event of fire, for keeping people in place, for evacuating persons to areas of refuge, and for evacuating persons from the building when necessary and; the plan shall address unusual needs of residents (deafness, blindness, or other physical limitations).

3) Residents shall be trained in the proper actions to take in event of a fire, and this training shall include what to do if the primary escape route is blocked.

4) Emergency egress and relocation drills shall be conducted at least 6 times per year (bimonthly) with at least two of these drills at night when residents are sleeping.

5) Emergency egress and relocation drills shall involve the actual evacuation of residents to a designated assembly area, and residents are required to use the designated means of egress during the drills.

6) There shall be staff on duty and in the facility at all times when residents require evacuation assistance.

7) Smoking regulations shall be established for the facility; and where smoking is permitted, shall be noncombustible safety-type ashtrays or receptacles provided in convenient locations.

8) New draperies, curtains, and other similar loosely hanging furnishings and decorations shall be flame resistant per NFPA 701.

e. Disaster Plan.

1) Facility is to have a written disaster plan in coordination with the emergency management entity responsible for the locality in which the project resides. The plan encompasses natural and manmade disasters.

NOTE: It is not the intent of this regulation to require a certification from a local emergency management entity rather that the contractor access and utilize information from local emergency management office.

2) The purpose of the plan is to ensure that there are procedures that promote safety during emergency situations. The plan must prepare Program staff and Veterans as to how to respond during a disaster. The review of the plan should take into consideration the setting of the program (i.e., apartment with supportive services versus congregate site with program staff on site).

NOTE: Contractor are encouraged to consult with local emergency management organizations within their community as a resource for planning purposes.

a) Additional Requirements:

1) No more than four participants per room.

2) Each room shall have an area of at least 100 sq. ft. for lodging one veteran or 80 sq. ft. for more than one participant.

12. INSPECTION OF FACILITY AND PROGRAM

12.1 The Contractor will be in good standing with the Colorado Department of Public Health and Environment (CO BHA/CDHS) and abide by all inspections demonstrating compliance with state regulations.

The CO BHA/CDHS Process for Licensing Mental Health Transitional Living resident care, staffing, environment, and compliance with regulations. Key details and summaries of elements are shown below:

a. Licensing and Certification All Colorado Mental Health Transitional Living (MHTL) programs must be licensed by the CO BHA/CDHS to operate. They can also be certified by the Centers for Medicare and Medicaid Services (CMS) or the Colorado Department of Healthcare Policy and Financing (HCPF) to receive reimbursement for services provided to eligible residents.

b. Types of Inspections

1) Annual Surveys: These are scheduled visits and take place roughly every 12 months.

2) Complaint Investigations: These are conducted in response to formal regulatory-related complaints.

c. Inspection Process

1) Annual Surveys:

i. CO BHA/CDHS surveyors conduct these inspections, often over multiple days, observing the facility and interviewing residents and staff.

ii. The Government reserves the right to conduct inspections at any time.

d. Review of Records Surveyors review medical records, facility policies, and other relevant documents.

e. Compliance Evaluation The inspection team evaluates the facility's compliance with state and federal regulations.

f. Identifying Deficiencies If a facility fails to meet regulatory requirements, deficiencies may be cited.

Deficiencies are categorized by scope and severity, indicating the level of harm and the pervasiveness of the deficient practice.

g. Plans of Correction Facilities are required to develop and implement a plan of correction to address any deficiencies identified during the inspection.

The plan of correction outlines how the facility will remedy the deficiencies.

h. Public Access to Inspection Results

Inspection results, including citations, regulation text, and plans of correction, are often available to the public through the CO BHA/CDHS's website.

13. CONTRACT CHANGES/TECHNICAL DIRECTIONS.

13.1 The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that shall affect price, quantity or quality of performance of this contract.

13.2 In the event the contractor affects any such change at the direction of any person other than the contracting officer without authority, no adjustment shall be made in the contract price to cover an increase in costs incurred as a result thereof.

13.3 The COR will be responsible for the overall technical administration of this contract as outlined in the COR Delegation of Authority, including monitoring of the Contractor’s performance.

14. QUALITY OF SERVICE REQUIREMENTS:

1. Quality Control Program:

The contractor, not the government, is responsible for management and quality control actions to meet the terms of the contract. The contractor shall provide an adequate quality control plan which addresses organizational, personnel, process controls, documents/records, incident tracking, assessments, process improvements, and facilities and safety mechanisms.

2. Contractor’s Quality Improvement Monitors shall:

a. Ensure timely responses for Admission referrals

b. Ensure transportation at the point of discharge to the Contractor Facility

c. Ensure confidentiality of patient record information.

d. Monitor the completeness and accuracy of financial records.

e. Assess the treatment outcome at periodic intervals.

f. Evaluate the residential treatment setting's ability to consistently ensure the presence of staff capable of providing services required under the terms of the contract.

The quality control program is the driver for quality. The contractor is required to develop a comprehensive program of inspections and monitoring actions. The first major step to ensuring a “self-correcting” contract is to ensure that the quality control program, approved at the beginning of the contract, provides the measures needed to lead the contractor to success.

15. NUTRITION

The facility management must provide each resident with a nourishing, palatable, well-balanced diet that meets the daily nutritional and special dietary needs of each resident.

1. Staffing. The contractor must employ a cook on a full-time basis that follows the guidelines by the Commission on Dietetic Registration of the American Dietetic Association.

NOTE: The Government reserves the right to inspect and modify menu items as needed to meet the above guidelines. A Government Nutritionist will perform visits and/or inspections for quality assurance.

2. Sufficient Staff. The contractor must employ sufficient support personnel competent to carry out the functions of the dietary service.

3. Menus and Nutritional adequacy. Menu must meet the nutritional needs of residents in accordance with the recommended dietary allowances of the Food and Nutrition Board of the National Research Council, National Academy of Science; be prepared in advance; and be followed.

4. Food. Each resident receives and the facility provides:

a. Food is prepared by methods that conserve nutritive value, flavor, and appearance.

b. Food that is palatable, attractive, and at the proper temperature.

c. Food prepared in a form designated to meet individual needs; and

d. Substitutes offered of similar nutritive value to residents who refuse food served.

e. Therapeutic diets. Therapeutic diets must be prescribed by the Government’s

Primary Care Physician.

5. Frequency of meals.

a. Each resident receives and the facility provides at least three meals daily, at regular times comparable to normal mealtimes in the community.

b. There must be no more than 14 hours between a substantial evening meal and breakfast the following day, exceptions as provided in paragraph 4 of this section.

c. The facility staff shall offer snacks at bedtime daily.

d. When a nourishing snack is provided at bedtime, up to 16 hours may elapse between a substantial evening meal and breakfast the following day, if a resident group agrees to this meal span, and a nourishing snack is served.

6. Sanitary conditions. The facility must:

a. Procure food from sources approved or considered satisfactory by Federal, State, or local authorities

b. Store, prepare, distribute, and serve food under sanitary conditions; and

c. Dispose of garbage and refuse properly

16. LIVING SPACES

The contractor must ensure:

1. The facility is free from overwhelming unpleasant odor.

2. The facility appears clean and well-kept.

3. The temperature in the facility is comfortable for residents.

4. The facility has good lighting.

5. Noise levels in the dining room and other common areas are comfortable.

6. Smoking is not allowed or may be restricted to certain areas of the facility.

7. Furnishings are sturdy, yet comfortable and attractive.

8. There are hand washing supplies in all sinks of the facility

9. There are quiet areas where residents can have visits with friends and family.

17. RESIDENCE APPEARANCE

The contractor must ensure residents are clean, appropriately dressed for season or time of day, and well groomed.

18. STAFF

1. The contractor must ensure the relationship between the staff and the residents appears to be compassionate, kind, polite, and respectful.

2. The contractor will communicate that all staff must wear name tags.

3. The contractor will ensure staff knock on doors before entering a resident's room and refer to resident by name.

19. POLICY/PROCEDURE MANUAL

The contractor shall ensure:

1. The written patient care policies and procedures are established and implemented.

2. Policies and manuals include accidents and incidents (falls and missing patients).

20. NURSING: MEDICATION MANAGEMENT & NARCOTICS

1. Contractor shall ensure the medication cabinet is locked.

2. Contractor shall have double locks for narcotics.

3. Contractor shall ensure medication is recorded daily.

4. Contractor shall ensure emergency supplies are checked per policy.

21. RECORDS AND REPORTS

1. An individual progress record must be safely maintained by the Contract Mental Health

Transitional Living Program for each Veteran admitted. This progress record maintained by the Contract Residential Program must include:

a. Reasons for referral

b. Data relating to the veteran’s admission and anticipated length of stay in the residential program to include the targeted individual goals for constructive changes which are to be attained during the veteran’s stay at the residential setting.

c. Record or log of medical prescriptions issued by VA physicians

d. Reports of periodic reevaluation by program staff, to include any measures of movement toward rehabilitation goals.

e. Data relevant to the veteran's admission and anticipated length of stay.

f. Copies of physician orders (if applicable).

g. Weekly progress notes to measure progress toward service plan goals.

22. IN SERVICE EDUCATION PROGRAM

Contractor shall ensure staff has training in:

1. Infection Control – management and prevention of infectious disease

2. CPR – basic life support procedures

3. Crisis Management – verbal de-escalation

23. SITE VISITS

The CO BHA/CDHS will perform annual and periodic unannounced site inspection visits or inspections for cause. The Government also reserves the right to inspections at any time.

24. INFORMATION SECURITY CHECK

The certification and accreditation requirements do not apply; therefore, a security accreditation package is not required.

25. PERFORMANCE STANDARDS, QUALITY ASSURANCE (QA) AND QUALITY

IMPROVEMENT(QI)

a. Quality Management/Quality Assurance Surveillance: Contract personnel shall be subject to Quality Management measures, such as patient satisfaction surveys, timely completion of medical records, and Peer Reviews. Methods of Surveillance: Focused Provider Practice Evaluation (FPPE) and Ongoing Provider Practice Evaluation (OPPE).

Contractor performance will be monitored by the government using the standards as outlined in this Performance Work Statement (PWS) and methods of surveillance detailed in the Quality Assurance Surveillance Plan (QASP). The QASP shall be attached to the resultant contract and shall define the methods and frequency of surveillance conducted.

b. Patient Complaints: The CO will resolve complaints concerning Contractor relations with the Government employees or patients. The CO is final authority on validating complaints. If the Contractor is involved and named in a validated patient complaint, the Government reserves the right to refuse acceptance of the services of such personnel.

This does not preclude refusal in the event of incidents involving physical or verbal abuse.

c. The Government reserves the right to refuse acceptance of any Contractor personnel at any time after performance begins, if personal or professional conduct jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by patient or other staff members to designated Government representatives. Standards for conduct shall mirror those prescribed by current federal personnel regulations. The CO and COR shall deal with issues raised concerning Contractor’s conduct. The final arbiter on questions of acceptability is the CO.

d. Performance Standards:

i. Measure: Qualifications of Key Personnel

Performance Requirement: The contractor will employ enough personnel to carry out the policies, responsibilities, and the program for the facility. There must be, as a minimum, at least one administrative staff member, or designee of equivalent professional capability, on duty on the premises or residing at the house and available for emergencies 24 hours a day, 7 days a week.

Standard: 100% Compliance

Surveillance Method: Random Inspections

Frequency: Quarterly

ii. Measure: Referrals

Performance Requirement: Response by the Vendor to the VA on admission referrals shall be prompt and complete with acknowledgment of receipt of the admission packet within one business day of VA faxing/secure message. The physical transport and admission of the Veteran to the Vendor facility must be completed within 3 business days of receiving the admission packet if the Veteran is accepted.

Standard: 90% Compliance Surveillance Method: Random Inspection of records. Minimum of 2 random records per inspection.

Frequency: Quarterly

iii. Measure: Facility

Performance Requirement: The facility is free from…