36C26025Q0758.pdf

PAGE 1 OF1. 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

36C26025Q0758 07-17-2025

JAMES HARRIS 3605537618 07-25-2025

13:00 PDT

Network Contracting Office 20

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

X

623220

$19 Million

N/A

X

Department of Veterans Affairs Puget Sound VA Medical Center

1660 Columbian Way South Seattle WA 98108

36C260

Network Contracting Office 20

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

Dept of Veterans Affairs

FMS-VA-2(101)

Financial Services Center

PO BOX 149971

Austin TX 78714-9971

See CONTINUATION Page

The Department of Veterans Affairs Medical Center VA Puget VA Puget Sound in Seattle WA (VAPSHCS) requires Contractors to provide services as part of its Community Based Health Care for Homeless Veterans (HCHV) program. The goal of HCHV programs is to target and prioritize Veterans from literal street homelessness or habitation unfit for Veterans, homeless Veterans with co-occurring mental health or substance use disorders (SUDs) , and Veterans who recently became homeless and place them in a community-based, residential environment with sufficient supportive services to meet their needs, and ultimately facilitate the improvement of their housing situation.

Please read the statement of work thoroughly to ensure that responses conform to the needs of the Program.

Interest parties shall complete blocks 30a-30c and complete the price schedule in section B of the solicitation.

See CONTINUATION Page x X x ONE

36C26025Q0758

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 STATEMENT OF WORK

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

SECTION C - CONTRACT CLAUSES

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

AND COMMERCIAL SERVICES (NOV 2023)

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

C.3 52.216-18 ORDERING (AUG 2020)

C.4 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.5 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.6 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.7 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.8 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.9 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (JAN 2025) (DEVIATION FEB 2025)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

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

COMMERCIAL SERVICES (SEP 2023)

E.2 52.201-1 ACQUISITION 360: VOLUNTARY SURVEY (SEP 2023)

E.3 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.4 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.5 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT

ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023)

E.6 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.7 52.216-1 TYPE OF CONTRACT (APR 1984)

E.8 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.9 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.10 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.11 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024) (DEVIATION

FEB 2025)

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:

b. GOVERNMENT: Contracting Officer 36C260

Network Contracting Office 20

ATTN: V4CONT

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:

[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

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:

AMENDMENT NO DATE

B.2 STATEMENT OF WORK

A Puget Sound Heath Care System

STATEMENT OF WORK

CONTRACT EMERGECNY RESIDENTIAL SERVICES (CERS) FY26

A. PURPOSE.

The Department of Veterans Affairs Medical Center VA Puget Sound in Seattle WA (VAPSHCS) requires Contractors to provide services as part of its Community Based Health Care for Homeless Veterans (HCHV) program. The goal of HCHV programs is to target and prioritize Veterans from literal street homelessness or habitation unfit for Veterans, homeless Veterans with co-occurring mental health or substance use (SUDs) , and Veterans who recently became homeless and place them in a community-based, residential environment with sufficient supportive services to meet their needs, and ultimately facilitate the improvement of their housing situation.

B. BACKGROUND.

Through the HCHV CRS program, supportive services are provided to Veterans and facilitates their access to a broad range of medical, mental health, and rehabilitative services. The purpose of this solicitation is to obtain offers from Contractors who can provide housing, and supportive services to Homeless Veterans and/or their families in community-based Contracted Emergency Residential Services (CERS) facilities offering a safe and secure environment that supports their goals for recovery from homelessness. The Contractor will be required to provide a low-barrier therapeutic and rehabilitative milieu and attendant services targeting the underlying factors contributing to homelessness.

The Contractor will not be required to provide detoxification or other hospital level of treatment. CERS is a transitional housing program to shelter Veterans experiencing homelessness for under 90 days.

C. SERVICES TO BE PROVIDED

I. Basic Services: The Contractor shall furnish each Veteran who has been approved as eligible by the VA and admitted for care within 24 hours under this contract with the following basic services:

A. ROOM AND BOARD: Room and Board shall be accessible to the Veteran 7 days a week and 24 hours per day. Accommodations will include a bed and other furnishings, to include a dresser, storage locker or designated secured space, and personal linens (towels, pillows, blankets and bed sheets, etc.). The Contractor will allow Veteran to store personal belongings for at least 72 hours after formal HCHV discharge. At least three nutritious meals, 7 days a week, will be provided for the Veteran. In addition, there will be availability of snacks of nourishing quality (e.g. fruits, vegetables, protein sources, etc.), between meals and bedtime for those requiring or desiring additional food, even when it is not medically indicated. There will not be more than a 14 hour span between evening meal and breakfast of the following day. Contractor will provide alternative meals for Veterans with dietary restrictions if medically indicated (e.g.

diabetic, renal and soft mechanical diets) and reasonable accommodation for Veterans with cultural/religious preferences around food (e.g. Kosher, Sikh, etc.). Food shall be prepared, served and stored under sanitary conditions. The facility shall provide storage space in an onsite refrigerator for Veterans to store and freely access personal food. The facility shall establish and maintain sanitary procedures for washing dishes, cleaning equipment and work areas, and disposing of waste.

B. LAUNDRY FACILITIES: Laundry facilities and necessary detergent free of charge and adequate for residents to do their own laundry or to have laundry done at minimum one time per week.

C. THERAPEUTIC AND REHABILITATIVE SERVICES: Each Veteran will have an Individual Care Plan (ICP) completed by the Contractor with input from the Veteran and the VA Homeless Program Coordinator (or Designee). Therapeutic and rehabilitative services will be stated in the plan of care. Services which the Contractor must be able to furnish or provide shall be detailed in the QASP and will include:

1) Group Activities: Structed group activities, as appropriate, shall occur two times per month- examples include group therapy, life skills training, social skills training, financial workshop, Alcoholics Anonymous, Narcotics Anonymous, vocational counseling, and physical activities as appropriate. For the purpose of this contract “House Meetings” and VH Housing Resource groups may not be counted as a structured group. Groups should have a therapeutic value and facilitation shall be the responsibility of the Contractor. Should a Veteran have mental health, medical, family and/or employment obligations which directly conflict with this requirement alternative group activities will be arranged and/or the Contractor will clearly document efforts made to accommodate the Veteran.

2) VA Coordination: Collaborate and coordinate with VA staff, as needed, will include coordination of supportive psychosocial services to include, coordinated efforts must be made with the Liaison around medical, mental health, admission, and discharge needs.

3) Case Management: An assessment and a thoroughly written Individualized Care Plan (ICP) will be developed within 72 business hours of admission of each Veteran. This will include structured individualized care management, at a minimum, weekly, including counseling on self-care skills, adaptive coping skills, financial planning, permanent housing search, written care plan, and referral for financial benefits. Additional counseling may include, professional and vocational rehabilitation counseling in collaboration with VA programs and community resources. In addition, special attention will be made to address High Suicide Risk (HSR) Veterans as identified by the VA Liaison, VA Mental Health Staff and/or contracted Case Manager. On a weekly basis the contracted case manager will be required to update the VA Liaison on Veteran progress and/or safety concerns of HSR Veterans. Contracted case manager will review the HSR Safety Plans with the Veteran on a bi-weekly basis. HSR Safety Plan reviews and a copy of the Veteran’s Safety Plan will be documented in the Veteran’s chart. All Veterans will be referred to VA for Primary Care and Mental Health appointments, and Contractors will support Veterans in making initial and subsequent appointments. Efforts will be documented in the Veteran’s ICP and reviewed by the HCHV Liaison at least monthly. All Contractors will provide proper documentation verifying services and case management efforts by all team members including, but not limited to, housing, benefits and employment specialists, and program management staff.

There will be expectation that notes are written professionally and in a format that utilizes the clear setting of goals and documents progress towards those goals (e.g.

SNAP, SOAP, or SMART notes).

4) Staffing Ratio: The CERS program are required to maintain low caseloads of no more than one fill time dedicated Veteran case manager for up to 20 active Veteran clients. Exceptions may be granted in writing by the VA. Staff is defined as a paid professional or para-professional and does not include interns. The VA requires that case managers working with Veterans do not engage in case management of non- Veteran population unless a waiver has been granted by the VA. Each VA liaison will have no more than two POC’s per program.

5) Permanent Housing: Programs are required to provide Veterans with direct and ongoing assistance in achieving permanent housing. Contracts will be expected to participate in the local Continuum of Care (COC) implementation of Coordinated Entry (CE) and the utilization of the local Homeless Management Information System (HMIS). As a primary goal of the HCHV program, plans for Veterans’ transition to permanent housing placement must be clearly reflected in each ICP and in weekly case management notes. As part of this plan, Veterans’ housing history and needs must be assessed through a formal and thorough Housing Assessment completed within 72 business hours of program admission.

Assessments must include:

1. Housing history, strengths (i.e. positive prior rental history) and barriers (i.e unlawful detainers, evictions)

2. Military History

3. Family/Social history

4. Mental health history

5. Substance use history

6. Legal history

7. Suicide risk

8. Violence risk

9. Physical health history

10. Education, vocational and income history

11. Supports, religious, spiritual, hobbies and/or leisure activities

12. Goals

6) Should Veteran refuse to engage with program staff regarding plans for permanent housing transition, motivational interviewing and other therapeutic technique will be used to address Veteran ambivalence. All efforts to engage Veteran regarding housing plans, options, and resources shall be clearly documented and include any therapeutic techniques utilized. Contractor staff must provide direct assistance to Veterans in developing permanent housing plans and accessing appropriate housing resources. These services shall be provided weekly through one to one case management. Examples of expected services include:

1. Assistance obtaining and reviewing Veteran’s free credit reports, identifying housing strengths and/or barriers associated with current credit status

2. Creating a Tenant Portfolio with Veterans that contains all relevant documents required in the rental process, including a completed sample rental application for Veteran, income verification documents, identification, applicable subsidies, ect.

3. Reviewing affordable housing rental options and Permanent Supportive Housing (PSH) program offerings, and assisting Veterans with making appropriate rental inquires and submitting completed rental applications

4. Conducting regular and individualized housing advocacy efforts, including transportation, assistance scheduling, meeting and communicating with property managers and landlords, and engage in troubleshooting where rental barriers or denials occur in the housing search process. All housing efforts by Contractor shall be documented clearly and presented to HCHV Liaison upon request. Mere communication with Veterans regarding housing, without subsequent Contractor staff actions and follow up, shall not on its own meet the above requirements. Sex Offender programs will have increased focus on discharge to stable or permanent housing placements as evidenced by ICP and QASP.

7) Financial Planning: Referral to and follow up on all potential financial resources the Veteran may be eligible for (e.g. SSI, SSDI, Food Stamps, VBA NSC Pension, GA, etc.). Case Managers will document all structured activities that support Veteran in developing a short and long term plan to understand and address their current financial situation and how to improve it. Financial planning efforts may be accomplished in group but preferably through one on one case management services. At minimum four financial planning activities appropriate to the Veterans individual circumstance must be documented monthly.

8) Employment Services: Referral to all relevant employment opportunities the Veteran is eligible for and interested in. The case manager will document all structured activities that support Veteran in applying for employment as appropriate based on needs of Veteran as identified in the assessment.

9) Recovery: Support for an alcohol/drug abuse-free lifestyle provided in an environment conducive to social interactions and the fullest development of the resident’s rehabilitative potential. Assistance to gain and to apply knowledge of the recovery process in an environment supportive of recovery models including a focus on Harm Reduction rather than strict abstinence and supportive of a Housing First approach. Pursuant to these principles, drug testing may not be used to discharge or discipline a Veteran but may be used as a clinical intervention to modify behavior.

10) Occupancy: It is expected that Contractor beds will be maintained at an average minimum of an 85% occupancy rate but at a preferred rate of 90% as calculated based upon number of bed nights available per quarter. If this rate is not is not consistently attained, a Corrective Action Plan (CAP) will be developed by the Contractor as part of the QASP and/or process improvement plan. Adjustments in contract funding may occur through modifications of occupancy is not maintained. Failure to maintain year to date occupancy rates at or above 85% may be grounds for immediate termination of convenience.

11) Outreach: Contractor will be responsible to engage in outreach in the community both independently and in collaboration with VAPAHCS Homeless Programs Designee(s) at least two times per month. In addition, clear documentation for outreach activities must be available to the Liaison upon request during the QASP review. Contractors will maintain occupancy be engaging in outreach services and will be knowledgeable about outreach best practices generally accepted in the community. Contractor will also engage in Coordinated Entry (CE) meetings weekly.

12) Discharge Planning: Securing permanent housing will be the primary discharge goal for every Veteran. All Veterans must have a discharge plan within two weeks of admission with integrates items included in Paragraph 5 above.

Veterans must also apply to a minimum of two GPD programs, or one residential inpatient program and independent housing within the first month of admission.

Compliance with all VA regulations regarding discharge and timeliness of reporting discharge is required by Contractor. Case managers will provide assistance with discharge planning for every Veteran and report all discharges via email within 24 business hours using a secured process (e.g. HOMES ID Number). Paperwork required for discharging a Veteran from any HCHV program is required via email within 24 business hours of known discharge. Housing needs will be assessed upon acceptance to the program (within 72 hours as noted in Paragraph 5) and resources will be coordinated for discharge to a successful placement throughout the duration of the Veteran’s stay. A negative discharge for undesirable behavior is a committee decision that must include the VA liaison prior to discharge. All Veterans scheduled for discharge based upon behavior must meet with the treatment team and work with the team to determine most therapeutic option for Veteran. This does not include violations for safety reasons or verbale abuse. Please note: Profanity does not in and of itself constitute abuse and shall not exclusively be considered grounds for discharge. Any and all actual or threated violence will be grounds for discharge.

Veterans may be discharged for safety reasons at any time. All negative discharges will be subject to a full team debriefing, including VA Liaison, to look for opportunities missed to intervene sooner. All discharges are subject to Contractors grievance procedures and must allow clients the opportunity to be represented by the VA Liaison on the grievance process when requested. Reasonable efforts must be made to coordinate with the Liaison in order to schedule an appeal. Lastly, all HCHV performance measures and requirements set forward in this solicitation must be met in order to receive the highest performance rating. This includes the following

HCHV1 (Discharge to Housing) > 55% HCHV2 (Discharge with Negative Exit) < 20% Bed Occupancy > 85% Length of Stay ≤ 90 Days Performance measures listed in contract are subject to change

13) Grievance Procedures: Programs must have an internal grievance process that Veterans can use to resolve conflict within the program. Programs must have written polices and procedures for resolving grievances, including a statement regarding the client’s right to request reasonable accommodation, and must post them in a place conspicuous and be accessible to clients. In addition, each client shall receive a copy of the grievance policies and procedures upon intake, as well as upon receiving a warning or discharge notice.

14) Intake Packets: All Veterans must receive an intake packet within 72 business hours upon admission which includes, at a minimum, the following information:

1. Description of the Contactors services

2. Grievance Policy

3. Emergency Procedures

4. Patient Rights and Responsibilities

5. Reasonable Accommodation

6. Assigned staff providing case management

15) Program Extensions: All program extensions must be request in writing and approved by HCHV Liaison or Designee. If a Veteran is approved for an extension, an updated Individualized Care Plan (ICP) must be updated within 72 business hours of approval.

16) Medication Management: Medications and narcotics shall be properly stored, collected, issued and recorded in compliance with physician’s orders. Contractor shall establish procedures for insuring Veterans confidentiality in the storage of and keeping of records concerning medication. Medication Assisted Treatment (MAT) cannot be used to rule out Veterans participation in a HCHV Program. This includes prescribed use of Vicodin, Morphine, Methadone, Oxygen, etc. Reasonable accommodation for individuals in MAT is required provided the requested accommodation does not require major financial or administrative commitments that would be considered an “undue burden.” Examples of reasonable accommodations include, but are not limited to:

1. Arranging for the individual to take medication at their clinic, physician’s office or another off-site location- when consistent with the individual’s treatment plan

2. Storing an individual’s MAT medication in a lock box at the program and having the individual be personally responsible for it

3. Arranging to have the Contracted facility keep MAT medication in a locked cabinet (copies of Inspection Packet requirements relating to medication management are available upon request).

17) Timeliness of Response- Contractor is expected to have a dedicated phone line for VA inquires and referrals. Return calls from the program are expected within 4 hours during business hours Monday through Friday. This includes call from VA Staff or the Liaison to the program

18) Critical Incident Reporting: All critical incidents will be reported to VA Liaison within 24 hours of the event. This includes the following

Falls Assaults (to Veteran or Staff) Elderly/ Dependent adult abuse or neglect Sexual assault Fire (Veteran involved) Medical/Psychiatric emergency (911 Calls) Hospitalization Suicide or suicide attempt Homicide Death Infectious control (TB, etc.)

Active substance abuse Observation/Possession of weapons

II. Documentation: The Contractor shall provide treatment and discharge planning reflecting a team assessment of health, social and vocational needs and the involvement of the Veteran, VA staff and appropriate community resources in resolving problems and setting goals. An individual case record will be created for each referred Veteran. Case records shall be maintained in security and confidence as requested by the Confidentiality of Alcohol and Drug Abuse Patient Reports (42 CFR part 2) and the Confidentiality of Certain Medical Records (38 USC 7332). Case records and data normally maintained and included in a medical record as a function of compliance with State or community licensing standards will be made available on a need to know basis to appropriate Department of Veterans Affairs staff involved with the treatment program of the Veteran concerned. 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). The files shall include

Reason for referral All essential identifying data relevant to the resident and his/her family including a socio-cultural assessment, weekly progress reports or notes, and documentation of any case management intervention or patient care conferences

For sites who implement Medication Management/Monitoring- Copies of any medical prescriptions included by physicians, including orders, if any for medications to be taken. Contractor must be in compliance with HCHV inspection requirements

Case Management notes written in a professional manner (i.e. SMART, SOAP, SNAP) will include the following:

1. A written and thorough Housing Needs Assessment

2. Financial Plan

3. Discharge Plan and Individual Care Plan with attendant goals and documented activities indicating Veteran and Case Manager activities working on identified goals

QASP Compliance Tool and all attendant supporting documentation demonstrating Contractor compliance with Contract

Final summaries on each resident who leaves the program, to include reasons for leaving, achieved goals, the resident’s future plans, and follow-up locator information

Extension approval, if relevant Waivers as appropriate

The Contractor shall comply with the principles listed in 38 CFR § 50 to provide housing and supportive services in a matter that is free from religious discrimination and indoctrination.

HOMES entry/discharge forms will be provided to CRS Liaison within 24 hours of entry/discharge from program.

III. Rules, Policies, and Procedures: The Contractor shall have reasonable rules governing day-to-day life and activities in the facility. Such rules clearly inform Veterans of the obligations upon which their continued participation in the program demands and the consequences for non-compliance. Veteran will be provided a copy of the rules at intake and upon Veterans request. In addition, Contractor will post the rules in a location readily accessible to clients and visitors. These rules must include detailed Patient Rights and the procedures that the Contractor has in place to protect Veterans and dignity. Veterans must be permitted to exercise these rights without fear of reprisal. If requested, Contractors must reasonably accommodate Veterans whose compliance with program rules is limited by the Veterans’ physical or mental disabilities, in accordance with the Americans with Disabilities Act, the Federal Fair Housing Amendments Act, Section 504 of the Rehabilitation Act, including those requirements covering reasonable accommodations for disabilities and the use of assistance animals, and the California Fair Employment and Housing Act of 1973 and all other applicable State of Federal laws. Contractor must equally apply all rules, policies and procedures to Veterans, unless a Veteran has ask for a reasonable accommodation due to his/her disability.

IV. Procedures for Negative Discharge or Sanction: Contractor must post rules in the Veterans Case Manager’s Office and provide Veteran with the rules which specify the reasons of conditions for which a Veteran may be sanctioned or discharged, including those behaviors which constitutes gross misconduct and grounds for immediate discharge from the program and those which would prompt a written warning if violated and potential discharge if violated repeatedly. Contractor will describe the formal appeal procedures through which clients may appeal program regulations, sanctions, or discharges. This information must be provided to clients in writing upon intake and must be clear and easily understandable by clients.

This information will include:

Immediate contact with VA Liaison Timely due process provisions which should include two warning notices for violations which do not result in immediate discharge prior to issuance of a discharge notice and an opportunity for a case conference after warning is issued to the client

Notice of, and access to, formal appeal procedures Notice of conditions or process for re-admission to the program Reasonable efforts to provide an appropriate referral to another facility or appropriate level of care as needed This does not apply for Veterans who discharge to danger to self or others

D. Additional Contract Requirements

The C&A requirements do not apply and a Security Accreditation Page is not required.

I. Personnel: The contractor will employ sufficient personnel to carry out the policies, contract responsibilities, and the program from the facility. Case management staff must have appropriate and commensurate coverage for staff using authorized and unauthorized leave (e.g. holidays, sick leave, family care etc.). There must be, at a minimum, one staff members on duty on the premises or residing at the facility and available for emergencies 24 hours a day, 7 days a week. In addition, there is an expectation that there is an administrative/clinical Designee that will be available for consultation for emergencies 24 hours a day, 7 days a week. The Contractor shall assign personnel by education, training, and when required, certification or licensure qualified to provide the Basic Services and Supplemental Services required by the SOW.

Staff Training: Contractor will provide at least one staff person in-site at all times who has had training and orientation on the following topics. Staff shall receive and document- at a minimum- one time training per year on the subject.

CPR

First Aid Crisis intervention Cultural sensitivity Sexual harassment Sensitivity to wider issues of homelessness Universal Precautions (disease transmission prevention) Child abuse/neglect reposting laws (if shelter provides services to children) Adult abuse/neglect reporting laws Harm Reduction philosophy Suicide Prevention Medication management State and Federal Fair housing Law and ADA Requirements Conflict resolution De-escalation techniques

Search and Seizure/Probable Cause in the shelter setting

Contractor will perform criminal background checks on all staff members that work with children.

Contractors will agree not to hire staff currently enrolled in a VA Homeless program or who have ended participation in a VA Homeless Program within the past two years. Contractor must have a policy prohibiting staff from establishing sexual relationships with program clients.

The Contractor must identify each person functioning as “Key Personnel” under this contract and provide to the VA as described of the services to be provided by such a person, together with the resume summarizing that person’s relevant skills and experience.

During the first ninety (90) calendar days of contract performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. Within 14 days after substitutions necessitated by situations descried above, the Contractor shall provide resumes for the substitute key personnel. For substitutions proposed by the Contractor after the initial 90 calendar day period, the Contractor shall provide resumes for the substitute personnel, together with any other additional information requested by the Contracting Officer, at least 15 days before the substitution is to occur. The Contracting Officer shall notify the Contractor within fifteen

(15) calendar days after receipt of all required information if the VA refuses to accept the substitute key personnel. The VA reserves the right to refuse or revoke acceptance of key personnel if personal or professional conduct, or lack of required skills or experience, jeopardizes patient care or interferes with the regular and ordinary operation of the facility.

Temporary substitutions of key personnel shall be permitted in accordance with the Contractor’s contingency plan. The Contractor’s contingency plan to be utilized if personnel leave Contractor’s employment or are unable to continue performance in accordance with the terms and conditions of the resulting contract must be submitted as part of the Contractor’s off

II. Referral, Admissions, and Eligibility: Contractor must utilize an admission process that includes written eligibility criteria that is fair, objective and compliant with applicable State and Federal laws.

Contractor will provide verbal and written notification that is readily accessible to all individuals, upon request, of reasons for non-acceptance. Notification of reasons for non-acceptance is not required to be given to those denied service/housing because of bed unavailability. The eligibility information must be made available to clients that intake and staff must provide answers to questions about the admission criteria and process. Contractors must have formal appeal procedures through which clients may appeal unfavorable admission or eligibility decisions and a copy of the policy for appeals is to be given to the Veteran at screening or intake.

The VA is responsible for determining eligibility for Veterans prior to acceptance by the Contractor for services. After receipt of a release of Information (ROI) a written pre-approval for VA Staff is required (hard copy, fax, or email are acceptable) and shall be provided to the Contractor for each Veteran referred for services under the contract. If there is an urgent need to admit a Veteran and VA staff is not available to provide a written approval in a timely manner, a verbal approval is acceptable. Any admission that occurs without written/verbal approval must be verified by VA staff within 24 business hours in order to the Contractor to receive payment for time spent prior to approval (e.g. admission after hours or during the weekend). Written documentation of eligibility verification, signed by an authorized VA staff, shall be obtained by the Contractor as soon as possible for each Veteran referred to services under the contract for inclusion in the Veterans program file.

A list of authorized VA Staff from the contract shall be provided to the Contractor until award of the contract. VA Staff may be added or deleted from the list during the term of the contract at the discretion of VA Contracting Office. The Contractor shall be provided an updated list of authorized VA staff whenever such a changes are made. It is understood that the Contractor will not be paid for care provided to the referred Veteran beyond the period of authorization, unless an extension of the authorization is provided in writing by the VA.

Contractors shall also develop and utilize a tracking method to ensure program admission occurs within the same-day. Program admission is defined as the time from when the referred Veteran is ready to enter transitional housing to the actual placement in the program bed. The initial stay for a Veteran should be no longer than 60 days. Some Veterans may be considered for up to 90 days depending on the needs of the Veteran as mutually determined by the Veteran, the Contractor’s staff and HCHV Coordinator or Designee. Any extensions of the stay after 90 days must be authorized by the VA Homeless Programs Coordinator or Designee, provided that there is clear clinical indication and availability of funds. Only extraordinary circumstances will be considered in order to extend Service periods in excess of 6 months for individual Veterans and these must be authorized by the Medical Center Director or Designee.

It is understood that the type of Veterans to be cared for under this contract will require care and treatment services over and above the level of room and board. To be eligible for placement in program contract beds, all Veterans must be homeless or at imminent risk of becoming homeless and be eligible and registered for VA Puget Sound Healthcare System services. Contractors are encouraged to provide housing and/or services to special Veteran populations, such as but not limited to the following:

medically compromised Veterans, Veterans with your children, Veterans with sex offender status, seriously mentally ill Veterans, Veterans who have abused drugs or alcohol for many hears and/or Veterans who have been involved with the legal system.

III. Denial of Services: Veterans cannot be denied entry in to HCHV Contracted Residential Services based solely upon length of current abstinence from alcohol or non-prescribed controlled substances, the number of previous treatment episodes, the time interval since the past program entry, the use of prescribed controlled substances, disability, or legal history. This includes Veterans status of being a victim of Domestic Violence and as such cannot be considered during the screening process. The screening process must consider each of these special circumstances and determine whether the program can meet the individual Veteran’s needs while maintaining the program’s safety, security, and integrity.

All contracts must employ a harm reduction approach.

IV. Absence and Cancellation: The Contractor shall notify the VA of unauthorized absences by a referred Veteran from the facility within 24 hours of the Veterans absence. Should a Veteran absent himself/herself from the Contractor’s facility un an unauthorized manner, payment for services for that Veteran shall be continued for a maximum period of 24 hours, provided there is a documented active outreach attempt on the part of the Contract’s staff to return the Veteran to the facility and there is a reasonable belief that the Veteran will return. Management of program dropout rate will be an element of quality assurance review of the program. The CRS Liaison may be authorized payment for excused absences up to 72 hours if there is a compelling medical or mental health need and the excused absence is verified a priori.

VA reserves the right to remove any and all Veterans from the facility at any time, without additional cost, when it is determined to be in the best interest of the VA or the Veteran. This includes discharge from facility for ongoing bed but infestation.

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 appropriate VA facility. When such admission is not feasible because of the nature of the emergency toom, it is agreed that the hospitalization in a non-federal facility is acceptable. If hospitalization of a non-emergent nature is required it is agreed that admission to the appropriate VA facility will be accomplished promptly. The Contractor will make arrangements for admission and support the Veterans with any transportation issues that may arise.

The Contractor shall notify the authorizing VA facility immediately of any incidents involving Veterans residing in the Contract Residential program. The Contractor shall notify the VA Liaison by telephone during the hours of 8:00am and 4:30pm. For all incidents that occur after normal business hours, the Contractor should notify VA Staff the following business day. The Contractor shall provide the VA Liaison and the COR with a copy of the incident report within 24 business hours. The Contractor shall maintain a copy of the incident report in the Veteran’s case record. Please see above in Basic Services for details regarding what constitutes Critical Incident Reporting.

V. Contractor 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 od Rights as set forth in 38 CFR § 17.33.

The VA reserves the right to exclude Contractor staff members from providing services to Veterans under this contract based on breaches of conduct, including conduct of jeopardizing patent care or interferes with the regular or ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction or negligence in performing direct tasks, or other conduct resulting in formal complaints by Veterans or other Staff members to design Government representatives. The Contractor and Contracting Officer’s Representative shall deal with issues raised concerning Contractor personnel conduct. The Contracting Officer shall be the final arbiter on questions or acceptability and in validating complaints.

VI. Basic Rights and Protection Against Discrimination: Contractors must protect the rights and dignity of the individual or family served in all phases of service delivery. At a minimum, providers must afford each Veteran the following rights and protection. Clients must be permitted to exercise these rights without fear of reprisal.

Veterans are entitled to enjoy a safe and healthful environment in the program Veterans are entitled to be treated in a manner that respects their dignity, privacy, and individuality.

Veterans with disabilities are entitled to reasonable accommodations under fair housing law when such accommodations are necessary because of their disability.

Veterans are entitled to remain in the program and not be involuntarily removed without reasonable notice, good cause, and just procedures All program clients are entitled to just and standardized procedures for determining eligibility, admission, sanctions and discharges, and resolving grievances Veterans are entitled to reasonable privacy and confidential treatment of personal, social, financial, medical, mental and behavioral health records, except as necessary to further treatment, information and referral services and in compliance with the resident’s consent to release information

Veterans are entitled to the full exercise of their civil, constitutional, and legal rights Veterans will have on-going opportunities to voice options, to participate in program operation and programming, and to make suggestions regarding programming and rules.

Veteran’s rights must be protected against all forms of discrimination, including those based on race, religious creed, color, national origin, ancestry, language, disability (physical or mental health), medical condition, marital status, familial status, age, gender identify and expression sexual orientation, sources of income, or political affiliation.

Veterans will receive a written policy indicating that harassment of clients and staff on the basis of race, religion creed, color, national origin, ancestry, language, disability (physical or mental health, medical condition, marital status, familial status, age, gender identity and expression, sexual orientation, sources of income, or political affiliation will not be condoned nor tolerated.

Contactors will develop a written policy for transgender clients that provides for safe, secure, and dignified case management, as well as accommodates the specific requirements needed for privacy. Transgender clients will have access to sleeping accommodations and bathroom facilities based on their gender of identification, regardless of physical characteristics or gender conformity. People who do not clearly identify as male or female should have access to whichever sleeping and/or bathroom accommodation that helps them feel safest. Where there are single-use showers and bathrooms in the facility designated for residents, transgender residents will be told about them and welcome to use them but not required. It is the Contractors responsibility to promote a safe environment for transgender clients amongst the general population.

Programs must post these policies in a conspicuous place and in appropriate languages.

All policies and procedures will be in writing and subject to review by the VA.

VII. Reasonable Accommodation: Contractor must respect and reasonably accommodate personal and cultural differences associated with race, religious creed, color, national origin, ancestry, language, disability (physical or mental health), medical condition, marital status, family status, age, gender identity and expressions, sexual orientation, source of income, or political affiliation. At no point shall program access be denied because of an individual’s disability. Information learned about the clients disability from the assessment will not be used as grounds for discharge or other punishment and will be used to guide client to appropriate services. Moreover, a program may not apply different rules to individuals because of their disabilities, unless the different rules are a result of granting a reasonable accommodation request made by an individual with a disability. The Contractor shall not ask questions about a client’s disability ,including the nature and severity of the disability or the treatment, symptoms, and medications related to the disability. A Veteran is not obligated to revel that s/he has a disability prior to admission.

Veterans with disabilities are entitled to reasonable accommodations. If a Veteran requires a change in a program’s policy or procedure as an accommodation when the accommodation is both reasonable and necessary because of the individuals disability. Such an accommodation requires must be considered during any state in the provision of a program, including at intake, during services, and during discharge proceedings. When a reasonable accommodation request is made, the program supervisory may request verification of the individual’s disability. The Contractor is required to develop a written policy for their process for reasonable accommodations within 30 days of the award of this contract. This will include: 1) all requires for reasonable accommodation, 2) details of all steps taken to accommodate a Veteran’s request for reasonable accommodation, and 3) any explanation for denial of services and/or accommodation, and 4) any appropriate referrals to Veterans who are denied accommodation. All explanations are to be written on formal letterhead from program management to the Veteran and Liaison at the time of denial for services or accommodations. Contractor will be aware that violation of the ADA, Section 504 of the Rehabilitation Act and Fair Housing Laws may result in stopping admissions and/or termination of contract for convenience.

VII. Transportation: The contractor shall assist the Veterans with local transportation to scheduled meetings, appointments, and basic life needs( e.g. library, post office, grocery store). The Contractor will be expected to help the Veteran access public transportation, including providing information and instructions necessary to enable Veterans to utilize public transportation. If VA staff determines that adequate public transportation is not available or appropriate for a Veteran, the Contractor shall arrange for alternative transport by car or taxi.

IX. Facility: 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.

a. The contract facility must:

Have a current occupancy permit issued by the local and state government in the jurisdiction where the facility is located.

Be in compliance with existing standards of the National Fire Protection Act (NFPA), State and local safety codes, and/or State health and sanitation codes.

Where applicable, be licensed under State and/or local authority.

Where applicable, be accredited by the State.

Be equipped with operational air conditioning/heating system.

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

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

Have windows and doors that can…