36C26022R0023.docx

36C26022R0023

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. SIGNAT

URE 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

36C26022R0023 09-02-2022 Ross Byrne 253-888-4906 09-16-2022 :00 pm P T 36C260 Attn:

V4CONT

NCO 20 Network Contracting Office 1601 E. Fourth Plain Blvd Bldg 17 Suite B428 Vancouver WA 98661 X 624229 $16.5 Million Net 30 Days N/A X 36C663 Department of Veterans Affairs VA Puget Sound HealthCare System Social Work Office 1660 S. Columbian Way Seattle WA 98108

ATTN: V4CONT

NCO 20 Network Contracting Office 1601 E. Fourth Plain Blvd Bldg 17 Suite B428 Vancouver WA 98661

Department of Veterans Affairs

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971 See CONTINUATION Page Contractor shall provide HUD-VASH Case Management Services in accordance with the Performance Work Statement for the VA Puget Sound HealthCare System.

The Government intends to award a single award Indefinite Delivery Indefinite Quantity contract with a five-year period of performance.

Period of performance: 09/28/2022 thru 08/31/2027.

Offerors must submit all required documents listed in Section E.7

Para Proposal Submission Checklist to be eligible for award.

This procurement is being competed as Unrestricted.

$0.00 See CONTINUATION Page X X X One Table of Contents

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: To Be Determined

b. GOVERNMENT: Contracting Officer 36C260 Attn: V4CONT NCO 20 Network Contracting Office 1601 E. Fourth Plain Blvd Bldg 17 Suite B428 Vancouver WA 98661

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:

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.

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

B.2 ORDERING PROCEDURES

An initial Task Order for Services will be issued by the VA Contracting Officer at the beginning of the contract’s period of performance. The Task Order will be emailed to the Contractor. The VA anticipates funding one Task Order per 12-months. If the value of a particular Task Order needs to be increased or decreased, a Modification will be done to the Task Order by a VA Contracting Officer. Task Orders will be bulk funded so that funds are already available when the VA requires services. Do not exceed the amount bulk funded without first receiving a Modification. VA’s requests for services will be in accordance with the Performance Work Statement.

B.3 MINIMUM / MAXIMUM

MINIMUM AND MAXIMUM in accordance with FAR 16.504(a)(4)(ii): The guaranteed minimum contract quantity is $79,000.00. The maximum quantity is determined at $13,122,831.83. The Government does not guarantee that it will place any orders under this contract in excess of the guaranteed minimum award amount.

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

Services, Non-personal. Contractor shall provide HUD VASH Case Management Services for Veterans in accordance with the Performance Work Statement in King County, WA.

Contract Period: Ordering 1 POP Begin: 09-28-2022 POP End: 08-31-2023 PRINCIPAL NAICS CODE: 624229 - Other Community Housing Services PRODUCT/SERVICE CODE: G099 - Social - Other

Services, Non-personal. Contractor shall provide HUD VASH Case Management Services for Veterans in accordance with the Performance Work Statement in Snohomish County, WA.

POP Begin: 09-28-2022 POP End: 08-31-2023

Services, Non-personal. Contractor shall provide HUD VASH Case Management Services for Veterans in accordance with the Performance Work Statement in Pierce County, WA.

POP Begin: 09-28-2022 POP End: 08-31-2023

Services, Non-personal. Contractor shall provide HUD VASH Case Management Services for Veterans in accordance with the Performance Work Statement in King County, WA.

Contract Period: Ordering 2 POP Begin: 09-01-2023 POP End: 08-31-2024

Services, Non-personal. Contractor shall provide HUD VASH Case Management Services for Veterans in accordance with the Performance Work Statement in Snohomish County, WA.

POP Begin: 09-01-2023 POP End: 08-31-2024

Services, Non-personal. Contractor shall provide HUD VASH Case Management Services for Veterans in accordance with the Performance Work Statement in Pierce County, WA.

POP Begin: 09-01-2023 POP End: 08-31-2024

Services, Non-personal. Contractor shall provide HUD VASH Case Management Services for Veterans in accordance with the Performance Work Statement in King County, WA.

Contract Period: Ordering 3 POP Begin: 09-01-2024 POP End: 08-31-2025

Services, Non-personal. Contractor shall provide HUD VASH Case Management Services for Veterans in accordance with the Performance Work Statement in Snohomish County, WA.

POP Begin: 09-01-2024 POP End: 08-31-2025

Services, Non-personal. Contractor shall provide HUD VASH Case Management Services for Veterans in accordance with the Performance Work Statement in Pierce County, WA.

POP Begin: 09-01-2024 POP End: 08-31-2025

Services, Non-personal. Contractor shall provide HUD VASH Case Management Services for Veterans in accordance with the Performance Work Statement in King County, WA.

Contract Period: Ordering 4 POP Begin: 09-01-2025 POP End: 08-31-2026

Services, Non-personal. Contractor shall provide HUD VASH Case Management Services for Veterans in accordance with the Performance Work Statement in Snohomish County, WA.

POP Begin: 09-01-2025 POP End: 08-31-2026

Services, Non-personal. Contractor shall provide HUD VASH Case Management Services for Veterans in accordance with the Performance Work Statement in Pierce County, WA.

POP Begin: 09-01-2025 POP End: 08-31-2026

Services, Non-personal. Contractor shall provide HUD VASH Case Management Services for Veterans in accordance with the Performance Work Statement in King County, WA.

Contract Period: Ordering 5 POP Begin: 09-01-2026 POP End: 08-31-2027

Services, Non-personal. Contractor shall provide HUD VASH Case Management Services for Veterans in accordance with the Performance Work Statement in Snohomish County, WA.

POP Begin: 09-01-2026 POP End: 08-31-2027

Services, Non-personal. Contractor shall provide HUD VASH Case Management Services for Veterans in accordance with the Performance Work Statement in Pierce County, WA.

POP Begin: 09-01-2026 POP End: 08-31-2027

B.5 PERFORMANCE WORK STATEMENT

1. OVERVIEW

1.1 The U.S. Department of Veterans Affairs (VA) has a requirement for a Contractor to assist with the provision of housing placement, via case management services, through the US Department of Housing and Urban Development – Veterans Affairs Supportive Housing (HUD-VASH) program for the following Puget Sound catchment regions:

a. Pierce County, WA

b. King County, WA

c. Snohomish County, WA

1.2 HUD-VASH is designed to serve homeless Veterans and their families. Many of these Veterans have co-morbid conditions that include serious mental illnesses, substance abuse disorders, and other serious medical conditions. VA intends to engage a Contractor to provide housing placement services to VA referred Veterans and their families.

1.3 Entities that are interested in providing Veterans and their families these services should be aware that HUD-VASH is a national program serving Veterans and their families throughout the country. This program continues to expand and has become one of the largest VA interventions to assist homeless Veterans. It is also the first VA homeless program that offers services to both the Veteran and their family. It represents one of VA’s most significant efforts to achieve the President’s goal of ending homelessness among Veterans.

1.4 Through this contract, the VA seeks to support HUD-VASH by expediting placement of Veterans and their families in affordable, permanent housing for the Puget Sound catchment regions listed above. This housing must meet the criteria for inclusion in HUD’s Section 8 voucher program.

2. BACKGROUND

2.1 Through HUD-VASH, VA provides case management services to Veterans and their families and facilitates their placement into subsidized housing through the Section 8 voucher program administered by HUD.

2.2 VA’s goals and objectives for this program include housing placement and the provision of supportive services designed to enhance the housing stability and independent living skills of homeless Veteran families occupying permanent housing nationwide. At a minimum, the housing placement Contractor working with HUD-VASH is required to provide the following housing placement assistance to facilitate the transition of Veterans and their families out of homelessness: coordination with the local Public Housing Authority (PHA); identification of landlords with available housing eligible for Section 8 rental; assistance with housing application process; identification of placement barriers for referred Veterans (including credit and/or unresolved legal issues found during application process); identification and assistance in obtaining resources to facilitate move into Section 8 housing (including funds for security deposits and utility turn-ons).

2.3 Veterans enter this program in 2 ways:

a. Veterans presently on VASH Interest List and referred by VA as eligible for program.

b. Community Outreach by contractor to chronically homeless Veterans and approved by VA as eligible for VA services and meeting HUD-VASH qualifications.

3.TASKS AND ASSOCIATED DELIVERABLES

3.1 Ordering Period One:

3.1.1 Task 1A: Contractor shall identify staff, draft implementation plan and be available for a one hour weekly conference call with VA Liaisons. During the implementation phase, the contractor shall participate in transitioning services. The prior Contractor shall provide support during this transition period for no longer than 60 days after contract award. The implementation plan shall outline the steps needing to be accomplished prior to Task 1C.

3.1.2. Deliverable 1A: The Contractor shall provide a staffing report, the current implementation plan incorporating VA comments and meeting minutes. These items shall be due on a weekly basis until Task1B is completed.

3.1.3. Task 1B: The Contractor shall ensure that each case worker has completed VA’s VASH orientation and training and has gone through all required security procedures. The Contractor shall complete the medical center’s outlined VASH orientation:

a. The Contractor shall complete the medical center’s WOC status security measures

b. Tier One Background investigation

c. Privileging and credentialing process

d. Medical record access and training

e. HOMES access and training

3.1.4. Deliverable 1B: The Contractor shall provide a detailed report of the completion of the above task elements prior to the start of Task 1C. Deliverable 1B is due no later than 60 days from Notice of Award.

a. Dates of every Veteran contact in the last month which will reflect the agreed upon number of visits for that particular Veteran

b. Brief summary of activity for that visit

c. Dates of every clinical note entry made in the clinical chart

d. Summary of any adverse events that have taken place with Veteran in the past month and follow-up action taken.

3.1.5. Task 1C: The Contractor shall provide case management services that shall conform to the following required elements for all enrolled Veterans:

a. The Contractor shall engage the Veteran in the VASH process: Contractor carries responsibility for interviewing, counseling and case management of identified Veterans who are at risk - providing psychosocial assessments to identify treatment needs which affect the Veterans’ adjustment to their environment, and establish treatment goals. Utilize counseling strategies to include crisis intervention and case management including both short and long-term services.

b. The Contractor shall assess the psychosocial and environmental needs or dysfunction secondary to or exacerbating the social, substance or psychiatric problems, which might contribute to readjustment to community. Establishes and maintains a consistent (number of contacts based on individual treatment plan which is subject to review by VA) therapeutic relationship with the patient, family, staff, and community programs/agencies. The Contractor is responsible to formulate case- management treatment goals and plans that address identified needs, stressors and problems.

c. The Contractor shall conduct high-risk screening, psychosocial assessment and treatment planning; actively involving the Veteran and their family or significant others, in coordination with the team members, based on the psychosocial assessments, including goals for clinical treatment. The Contractor coordinates and documents clinical case management and psychosocial services and documents the overall effectiveness of the case management services provided. The above is not limited to:

i. Develop with Veteran and VA Liaison an Individual Service Plan to be signed by all parties.

ii. Plan shall be written within the first 2 weeks of program admission.

iii. Plans to be reviewed every 90 days in a clinical meeting with VA Liaison.

iv. Changes in plan/discharge from the program must be done in consultation with the VA liaison:

a) Contractor shall maintain professional boundaries with Veteran

b) Contractor shall maintain written documentation of any and all contacts with Veteran and any ancillary contacts. Records will be kept in a secured locked area.

c) Contractor shall integrate treatment planning with relevant VA health and mental health services.

v. Number of home visits per month will be based on the joint clinical case conference with VA liaison to take place every 90 days. No changes in visit schedule will occur without concurrence from VA liaison.

d. Helping/completing PHA/SSA paperwork; The Contractor shall help/assist Veterans to obtain the needed documentation required by the PHA to include but not limited to, birth certificates, driver’s license, income verification and any additional information required by housing authority and or potential landlord. If these documents cannot be obtained, efforts made to obtain them must be clearly documented.

e. The Contractor shall accompany/ensure the Veteran attends voucher sessions. If unable to accompany the Veteran, efforts are made to accommodate Veteran’s attendance and these efforts are documented.

f. Provide hands on assistance to enable Veteran to find suitable housing, assistance to include but not limited by, transporting Veteran around neighborhoods to locate vacant apartments, and helping Veterans do online housing searches if locally available; advocacy with potential landlords; assisting with Veteran obtaining necessary accoutrements to establish a household.

g. The Contractor shall provide life skills education/support to Veterans either through individual or group sessions (if not done at the Veteran’s residence, Contractor must arrange for transportation) in areas, not limited to:

i. Budgeting

ii. Apartment maintenance, for instance how to keep clean and maintain residence

iii. How to be a good neighbor/tenant

iv. Relapse prevention (if applicable)

v. Healthy lifestyle/living

vi. Community resources and how to access

h. The Contractor shall provide transportation for clients to attend appointments, PHA, SSA, landlords and benefits, which also includes assistance in obtaining bus passes, subsidized transportation services, and other identified needed services and entitlements.

i. The Contractor shall advocate with potential landlords on behalf of the Veteran. Contractor shall advise any potential landlord that their agency shall be following the Veteran once housed.

j. The Contractor shall assist Veteran in securing necessary funding for move in costs, not limited to accessing outside funding for deposits, utility deposits, and furnishings as well as budgeting for this.

k. The Contractor shall assist Veteran in the establishment of utilities.

l. The Contractor shall notify VA of any adverse events incident occurring with a Veteran within 24 hours of being informed/aware of the incident, if not sooner. Contractor shall complete a written incident report within 48 hours of notification.

m. The Contractor shall attend all subsequent meetings between the Vet and the housing authority including annual certifications, MOVE briefings, interim appointments, etc.

3.1.6 Deliverable 1C: The Contractor shall provide to the Contracting Officer Representative (COR) a monthly report detailing the activities and progress for each patient enrolled in the homeless case management program. The report shall contain the Veteran’s name and social security number and admit date. It will contain all clinical activity that has taken place in regard to the Veterans care for that month which includes:

3.1.7. Task 1D: The Contractor shall provide follow up case management serves to enroll Veterans to ensure that eligible Veterans remain in suitable housing until discharged from the program. Veterans will be discharged from the case management portion of VASH upon successful community reintegration.

a. All discharges from case management must be approved by the VA liaison.

3.1.8. Deliverable 1D: The Contractor shall provide to the COR a monthly report detailing the activities and progress at monitoring that Veterans enrolled in the in the case management program maintain suitable housing until formally discharged from the program. The report will contain the Veteran’s name and social security number and admit date. It will contain all clinical activity that has taken place in regard to the Veterans care for that month which includes:

a. Dates of every Veteran contact in the last month which will reflect the agreed upon number of visits for that particular Veteran

b. Brief summary of activity for that visit

c. Dates of every clinical note entry made in the clinical chart

d. Summary of any adverse events that have taken place with Veteran in the past month and follow-up action taken.

3.2. Ordering Period Two:

3.2.1. Task 2A: The Contractor shall provide case management services for all enrolled Veterans that meets with the required elements listed in Task 1C.

3.1.11. Deliverable 2A: The Contractor shall provide to the COR a monthly report detailing the activities and progress for each patient enrolled in the homeless case management program. The report will contain the Veteran’s name and social security number and admit date. It will contain all clinical activity that has taken place in regard to the Veterans care for that month which includes:

a. Dates of every Veteran contact in the last month which will reflect the agreed upon number of visits for that particular Veteran

b. Brief summary of activity for that visit

c. Dates of every clinical note entry made in the clinical chart

d. Summary of any adverse events that have taken place with Veteran in the past month and follow-up action taken

3.2.2. Task 2B: The Contractor shall provide follow up case management serves to enroll Veterans to ensure that eligible Veterans remain in suitable housing until discharged from the program. Veterans will be discharged from the case management portion of VASH upon successful community reintegration.

3.2.3. All discharges from case management must be approved by the VA liaison.

3.2.4. Deliverable 2B: The Contractor shall provide to the COR a monthly report detailing the activities and progress at monitoring that Veterans enrolled in the in the case management program maintain suitable housing until formally discharged from the program. The report will contain the Veteran’s name and social security number and admit date. It will contain all clinical activity that has taken place in regards to the Veterans care for that month which includes:

3.2.4.1. Dates of every Veteran contact in the last month which will reflect the agreed upon number of visits for that particular Veteran

3.2.4.2. Brief summary of activity for that visit

3.2.4.3. Dates of every clinical note entry made in the clinical chart

3.2.4.4. Summary of any adverse events that have taken place with Veteran in the past month and follow-up action taken

3.3. Ordering Period Three:

3.3.1. Task 3A: The Contractor shall provide case management services for all enrolled Veterans that meets with the required elements listed in Task 1C

3.3.2. Deliverable 3A: The contractor shall provide to the COR a monthly report detailing the activities and progress for each patient enrolled in the homeless case management program. The report will contain the Veteran’s name and social security number and admit date. It will contain all clinical activity that has taken place in regard to the Veterans care for that month which includes:

3.3.2.1. Dates of every Veteran contact in the last month which will reflect the agreed upon number of visits for that particular Veteran

3.3.2.2. Brief summary of activity for that visit

3.3.2.3. Dates of every clinical note entry made in the clinical chart

3.3.2.4. Summary of any adverse events that have taken place with Veteran in the past month and follow-up action taken

3.3.3. Task 3B: The contractor shall provide follow up case management serves to enroll Veterans to ensure that eligible Veterans remain in suitable housing until discharged from the program. Veterans will be discharged from the case management portion of VASH upon successful community reintegration.

a. All discharges from case management must be approved by the VA liaison.

3.3.4. Deliverable 3B: The contractor shall provide to the COR a monthly report detailing the activities and progress at monitoring that Veterans enrolled in the in the case management program maintain suitable housing until formally discharged from the program. The report will contain the Veteran’s name and social security number and admit date. It will contain all clinical activity that has taken place in regards to the Veterans care for that month which includes:

a. Dates of every Veteran contact in the last month which will reflect the agreed upon number of visits for that particular Veteran

b. Brief summary of activity for that visit

c. Dates of every clinical note entry made in the clinical chart

d. Summary of any adverse events that have taken place with Veteran in the past month and any follow-up action taken.

3.4. Ordering Period Four:

3.4.1. Task 4A: The Contractor shall provide case management services for all enrolled Veterans that meet the required elements listed in Task 1C.

3.4.2. Deliverable 4A: The Contractor shall provide to the COR a monthly report detailing the activities and progress for each patient enrolled in the homeless case management program. The report shall contain the Veteran’s name and social security number and admit date. It will contain all clinical activity that has taken place in regards to the Veterans care for that month which includes:

a. Dates of every Veteran contact in the last month which will reflect the agreed upon number of visits for that particular Veteran

b. Brief summary of activity for that visit

c. Dates of every clinical note entry made in the clinical chart

d. Summary of any adverse events that have taken place with Veteran in the past month and any follow-up action taken.

3.4.3. Task 4B: The Contractor shall provide follow up case management serves to enroll Veterans to ensure that eligible Veterans remain in suitable housing until discharged from the program. Veterans will be discharged from the case management portion of VASH upon successful community reintegration.

a. All discharges from case management need to be approved by the VA liaison.

3.4.4. Deliverable 4B: The Contractor shall provide to the COR a monthly report detailing the activities and progress at monitoring that Veterans enrolled in the in the case management program maintain suitable housing until formally discharged from the program. The report will contain the Veteran’s name and social security number and admit date. It will contain all clinical activity that has taken place in regards to the Veterans care for that month which includes:

a. Dates of every Veteran contact in the last month which will reflect the agreed upon number of visits for that particular Veteran

b. Brief summary of activity for that visit

c. Dates of every clinical note entry made in the clinical chart

d. Summary of any adverse events that have taken place with Veteran in the past month and any follow-up action taken

3.5. Ordering Period Five:

3.5.1. Task 5A: The Contractor shall provide case management services for all enrolled Veterans that meet the required elements listed in Task 1C

3.5.2 Deliverable 5A: The Contractor shall provide to the COR a monthly report detailing the activities and progress for each patient enrolled in the homeless case management program. The report will contain the Veteran’s name and social security number and admit date. It will contain all clinical activity that has taken place in regards to the Veterans care for that month which includes:

a. Dates of every Veteran contact in the last month which will reflect the agreed upon number of visits for that particular Veteran

b. Brief summary of activity for that visit

c. Dates of every clinical note entry made in the clinical chart

d. Summary of any adverse events that have taken place with Veteran in the past month and follow-up action taken

3.5.3 Task 5B: The contractor shall provide follow up case management serves to enroll Veterans to ensure that eligible Veterans remain in suitable housing until discharged from the program. Veterans will be discharged from the case management portion of VASH upon successful community reintegration.

a. All discharges from case management have to be approved by the VA liaison.

3.5.4. Deliverable 5B: The Contractor shall provide to the COR a monthly report detailing the activities and progress at monitoring that Veterans enrolled in the in the case management program maintain suitable housing until formally discharged from the program. The report will contain the Veteran’s name and social security number and admit date. It will contain all clinical activity that has taken place in regards to the Veterans care for that month which includes:

a. Dates of every Veteran contact in the last month which will reflect the agreed upon number of visits for that particular Veteran

b. Brief summary of activity for that visit

c. Dates of every clinical note entry made in the clinical chart

d. Summary of any adverse events that have taken place with Veteran in the past month and any follow-up action taken

3.6. Evaluation of Services/ Evaluation of performance:

Contractor services performance shall be evaluated by the Government using the attached Quality Assurance Surveillance Plan (QASP). This QASP provides a systematic method to evaluate performance for the stated contract.

4. CONTRACTOR REQUIRMENTS

4.1 Contractor shall be staffed by the following:

a. Licensed Clinical Social Worker either full time or part time on staff. Schedule must permit adequate supervision of case management personnel, for the purposes of clinical oversight, documentation, crisis management. Must be available for team conferences.

i. Agree to Without Compensation (WOC) status within the VA system

ii. Agree to entering information into the HOMES system

iii. Supervise all non-clinical/non licensed employees to ensure quality of care.

b. Case managers shall be Masters level clinicians, licensed to practice independently, OR actively working towards Masters level licensure as verified via the Washington State Department of Health.

c. Housing Specialist with five-years’ experience working with homeless individuals and with Public housing Authorities. The Housing Specialists must be knowledgeable in the area of community resources and have experience in housing placement.

4.2 The Contractor shall ensure that sufficient staff is available to provide the documented needs of the Veterans as well as the ability to make home visits consistent with treatment plans and the needs of the Veteran. The VA staffing standard is 35 to 1. Contractor proposals should meet or exceed this standard.

4.3 Contractor shall have procedures in place to ensure Veterans clients have 24/7 access to case management services which shall include crisis management and referral.

4.4 Confidentiality and Record keeping (please see FAR 52.224-1 and 52.224-2):

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

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

5. SECURITY REQUIREMENTS:

5.1 GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

5.2 ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A Contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All Contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.

e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor’s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

5.3 VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the contractor/subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract will be used only for those purposes & shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor’s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct on-site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

g. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose PHI, there is no business associate relationship.

h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

i. The contractor/subcontractor’s firewall and Web services security controls, if applicable, shall meet or exceed VA’s minimum requirements. VA Configuration Guidelines are available upon request.

j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA’s prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.

k. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response.

l. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COR.

5.4 INFORMATION SYSTEM DESIGN AND DEVELOPMENT

a. Information systems that are designed or developed for or on behalf of VA at non-VA facilities shall comply with all VA directives developed in accordance with FISMA, HIPAA, NIST, and related VA security and privacy control requirements for Federal information systems. This includes standards for the protection of electronic PHI, outlined in 45 C.F.R. Part 164, Subpart C, information and system security categorization level designations in accordance with FIPS 199 and FIPS 200 with implementation of all baseline security controls commensurate with the FIPS 199 system security categorization (reference Appendix D of VA Handbook 6500, VA Information Security Program). During the development cycle a Privacy Impact Assessment (PIA) must be completed, provided to the COTR, and approved by the VA Privacy Service in accordance with Directive 6507, VA Privacy Impact Assessment.

b. The contractor/subcontractor shall certify to the COTR that applications are fully functional and operate correctly as intended on systems using the VA Federal Desktop Core Configuration (FDCC), and the common security configuration guidelines provided by NIST or the VA. This includes Internet Explorer 7 configured to operate on Windows XP and Vista (in Protected Mode on Vista) and future versions, as required.

c. The standard installation, operation, maintenance, updating, and patching of software shall not alter the configuration settings from the VA approved and FDCC configuration. Information technology staff must also use the Windows Installer Service for installation to the default “program files” directory and silently install and uninstall.

d. Applications designed for normal end users shall run in the standard user context without elevated system administration privileges.

e. The security controls must be designed, developed, approved by VA, and implemented in accordance with the provisions of VA security system development life cycle as outlined in NIST Special Publication 800-37, Guide for Applying the Risk Management Framework to Federal Information Systems, VA Handbook 6500, Information Security Program and VA Handbook 6500.5, Incorporating Security and Privacy in System Development Lifecycle.

f. The contractor/subcontractor is required to design, develop, or operate a System of Records Notice (SOR) on individuals to accomplish an agency function subject to the Privacy Act of 1974, (as amended), Public Law 93-579, December 31, 1974 (5 U.S.C. 552a) and applicable agency regulations. Violation of the Privacy Act may involve the imposition of criminal and civil penalties.

g. The contractor/subcontractor agrees to:

(1) Comply with the Privacy Act of 1974 (the Act) and the agency rules and regulations issued under the Act in the design, development, or operation of any system of records on individuals to accomplish an agency function when the contract specifically identifies:

(a) The Systems of Records (SOR); and

(b) The design, development, or operation work that the contractor/subcontractor is to perform;

(2) Include the Privacy Act notification contained in this contract in every solicitation and resulting subcontract and in every subcontract awarded without a solicitation, when the work statement in the proposed subcontract requires the redesign, development, or operation of a SOR on individuals that is subject to the Privacy Act; and

(3) Include this Privacy Act clause, including this subparagraph (3), in all subcontracts awarded under this contract which requires the design, development, or operation of such a SOR.

h. In the event of violations of the Act, a civil action may be brought against the agency involved when the violation concerns the design, development, or operation of a SOR on individuals to accomplish an agency function, and criminal penalties may be imposed upon the officers or employees of the agency when the violation concerns the operation of a SOR on individuals to accomplish an agency function. For purposes of the Act, when the contract is for the operation of a SOR on individuals to accomplish an agency function, the contractor/subcontractor is considered to be an employee of the agency.

history, and criminal or employment history and contains the person’s name, or identifying number, symbol, or any other identifying particular assigned to the individual, such as a fingerprint or voiceprint, or a photograph.

(3) “System of Records” means a group of any records under the control of any agency from which information is retrieved by the name of the individual or by some identifying number, symbol, or other identifying particular assigned to the individual.

i. The vendor shall ensure the security of all procured or developed systems and technologies, including their subcomponents (hereinafter referred to as “Systems”), throughout the life of this contract and any extension, warranty, or maintenance periods.