36C26124Q0785.docx

36C26124Q0785

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

36C26124Q0785 07-08-2024 Emily Trinh | Emily.Trinh@va.gov 702-791-9000 x 13424 07-26-2024

12:00PM

PDT

612MCP

Department of Veterans Affairs Network Contracting Office (NCO) 21 3237 Peacekeeper Way, Bldg 200 Suite 204 McClellan Park CA 95652 X 624221 $13.5 Million N/A X See Performance Work Statement

612MCP

Department of Veterans Affairs Network Contracting Office (NCO) 21 3237 Peacekeeper Way, Bldg 200 Suite 204 McClellan CA 95652

Department of Veterans Affairs FMS VA-9(101) Financial Services Center PO Box 149971 Austin TX 78714-9971 See CONTINUATION Page This is a Request for Quote for Critical Care Program (3B2) Contract Emergency Housing services for beneficiaries of VA Pacific Island Health Care System in accordance with the performance work statement.

Service Area: Island of Oahu Please carefully read the Addendum to FAR 52.212-1 Instructions to Offerors - Commercial Items and VAAR 852.273-73 Evaluation - Health Care Resources to ensure quotes submitted are complete and conforming to the solicitation's requirements.

See CONTINUATION Page X X Emily Trinh Contracting Officer 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:

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 PRICE/COST SCHEDULE

The guaranteed minimum award amount for this contract is $1,000.00. The maximum aggregate value of orders that can be placed under this contract is $650,000.00. The Government does not guarantee that it will place any orders under this contract in excess of the guaranteed minimum.

ITEM INFORMATION

Emergency Beds (HOPTEL) Contract Period: Base POP Begin: 10-01-2024 POP End: 09-30-2025 PRINCIPAL NAICS CODE: 624221 - Temporary Shelters PRODUCT/SERVICE CODE: Q999 - Medical - Other MANUFACTURER PART NUMBER (MPN): None

Emergency Beds (HOPTEL)

POP Begin: 10-01-2025 POP End: 09-30-2026 PRINCIPAL NAICS CODE: 624221 - Temporary Shelters

Emergency Beds (HOPTEL)

POP Begin: 10-01-2026 POP End: 09-30-2027 PRINCIPAL NAICS CODE: 624221 - Temporary Shelters

Emergency Beds (HOPTEL)

POP Begin: 10-01-2027 POP End: 09-30-2028 PRINCIPAL NAICS CODE: 624221 - Temporary Shelters

Emergency Beds (HOPTEL)

POP Begin: 10-01-2028 POP End: 09-30-2029 PRINCIPAL NAICS CODE: 624221 - Temporary Shelters

B.3 PERRFORMANCE WORK STATEMENT

Critical Care Program (3B2) Emergency Housing Services VA Pacific Islands Health Care System – Mental Health Service

1.GENERAL

1.1. Services Required: The Department of Veteran Affairs Pacific Islands Health Care System (VA PIHCS) through Mental Health Service (MHS), Critical Care Program (3B2) Emergency Contract Housing provides case management and temporary emergency housing services to eligible Veterans in the Pacific Region. It is the purpose of this program to provide eligible Veterans a safe residential setting for a temporary period while addressing the Veteran’s immediate needs through the provision of case management and accessing VA and available community resources. The VA is responsible for determining eligibility of Veterans. The goal for these Veterans is to provide a temporary placement of up to three weeks immediately following discharge from the inpatient psychiatry ward for further stabilization of their mental health and to attend the MHS Critical Care Day Hospital Program.

To provide the temporary housing the VA MHS’s Critical Care Program contracts with agencies and/or organizations (Contractors) to stabilize the Veterans’ medical, mental health, substance abuse and other psychosocial problems so that the Veteran can transition into other appropriate transitional or permanent housing. Since these Veterans may have co-morbid conditions which may include serious mental illnesses, substance abuse disorders, and other serious medical conditions, the Contractor is required to possess an understanding of these challenges and general skills to support the Veterans. The provision of formal mental health treatment is not required. The housing to be provided is ideally for individuals who choose abstinence and who want to live in a sober group setting. The overall philosophy should be rooted in harm reduction principles.

1.2. Definitions:

1.2.1. McKinney-Vento Act Definition of Homelessness: It is the responsibility of the VA Critical Care program to determine homeless status of program applicants. The HCHV Program follows the definition of “homeless” as authorized in 38 U.S.C. 2002(1) and The McKinney-Vento Homeless Assistance Act, as amended by S. 896 The Homeless Emergency Assistance and Rapid Transition to Housing (HEARTH) Act of 2009.

NOTE: See http://www.hudhre.info/hearth/

1.2.2. Veteran: A Veteran is, for the purpose of this Critical Care Program Emergency Contract Housing, a person who served in the active military, naval, or air service, and who was discharged or released under conditions other than dishonorable and is eligible for VA health care as determined by the local VA Medical Center.

1.2.3. Contracting Officer (CO): The CO is a VA employee who is assigned responsibility for the VA contract. The CO role is to ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The CO is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration as only the Contracting Officer is authorized to make commitments or issue changes that shall affect price, quantity or quality of performance of this contract. The CO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

1.2.4. Contracting Officer’s Technical Representative (COR/COR): The COR is responsible for technical administration of the contract as outlined in the COR Delegation of Authority issued by the CO. The COR shall assure proper Government surveillance of the contractor’s performance and keep the CO informed of such. The COR shall keep a quality assurance file. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf.

1.2.5. VA Contracted Housing Representative: The Representative is the Critical Care Program Manager or the assigned designee who is responsible for program eligibility determination and admission authorization for Veteran’s entry into the contracted program. The representative is the primary contact for the program regarding the Veterans served and provides general oversight and program assistance as needed. Once eligibility is confirmed and contracted program can provide the services, VA representative will coordinate transition with contracted program. Upon discharge from Critical Care, Veteran will enter contracted program.

1.2.6 Quality Assurance Surveillance Plan (QASP): The QASP is part of the contract and identifies the specific performance indicators and standards to be achieved by the contractor as outlined in the Performance Work Statement (PWS). The QASP review will be completed periodically by the COR and contractor’s performance reported to the CO

1.2.7 Key Personnel: Employees of the contractor that are considered to be essential to the work being performed under this contract.

2. CONTRACTOR RESPONSIBILITIES: The U.S. Department of Veterans Affairs (VA) is seeking a Contractor for the provision of emergency residential placement and case management services through the Critical Care program. This contract is designed to serve Veterans who are discharging from the inpatient psychiatric hospital (3B2) and who need immediate placement in a safe environment with onsite support service.

2.1 Population to be Served

2.1.1 Referrals:

The VA is responsible for determining eligibility of Veterans prior to referral to the Contractor for treatment. A written referral (hard copy, fax, or secured e-mail is acceptable) signed by an authorized VA ordering staff shall be provided to the Contractor for each Veteran referred for services under the contract.

2.1.2 VA Eligible, Locally Registered, and Approved to entry program services: Individuals who served in the US Military must be determined eligible for VA benefits and services and registered at the local VA serving the local catchment area. All eligible Veterans must be approved by the VA Representative per the identified process prior to program admittance. Veterans must also be independent in their Activities of Daily Living (ADLs) and Independent Activities of Daily Living skills (IADLs). In addition, Veterans will not be served if at the discretion of the contractor it is determined that a Veteran’s current and past behavior may have a negative impact on the program and other residents.

2.1.3 Number of Eligible Veterans to be Served Daily under this Contract: 3 Veterans per day for 365 (366 Leap year) days. Total occupancy of 3 Veterans per day served.

2.1.4 Location of Services: Island of Oahu. The site must be accessible by local public or contractor provided transportation to the local VA facility and community resources and services. Performance will occur at the Contractor’s VA approved location.

2.1.5 Gender to be Served: Males

2.1.6 Eligibility: To be eligible for emergency housing, Veterans must meet one of the following criteria:

i. The veteran must have been hospitalized on the inpatient psychiatric unit (3B2) within the past month and be awaiting participation in any of the step-down mental health service line programs to include the Day hospital program, Substance abuse treatment program (SATP), Traumatic Stress Relief Program (TSRP) or (TECH), or a comparable program in the community outside of VAPIHCS.

ii. The veteran is engaged in one of the above step-down programs.

iii. The veteran was hospitalized on 3B2 within the past month and is homeless.

iv. The veteran was hospitalized on 3B2 within the past month and the clinical and/or social assessment is that other housing options would precipitate another mental health crisis within the next week.

v. The veteran was discharged from 3B2, completed a program on the mainland, and has returned to Oahu within the past month.

vi. The veteran is visiting from a neighboring Hawaiian island, American Samoa, or Guam, for the purpose of receiving treatment in one of the step-down programs (Day Hospital, Substance Abuse, TSRP, Tech) within the mental health service line at VAPIHCS.

A required VA prescreening assessment submitted by the contractor, reviewed, and approved by the VA representative will serve as verification.

2.1.7 Primary target populations: Veterans who have mental health support needs, have substance abuse disorders and/or Veterans who need short term medical recovery.

2.1.8 Length of Stay: The duration of a Veteran’s stay is targeted to be no longer than 21 days unless specifically authorized by the VA Critical Care Program Manager or Designee for an extension (See 2.7.3.11 regarding extensions criteria)

2.1.9 Hours of Service to be Provided: 24 hours/7 days/ 365-366 days per year including State, Territory and Federal Holidays.

2.1.10 Service Outcome: The service outcome of emergency contracted housing services is to stabilize the Veteran, secure appropriate resources and supports to improve their lives and where possible, secure transitional or permanent housing for their future. Permanent housing is the ideal residential outcome for all Veterans participating in this program; however, recognizing the short-term nature of this particular program (21 days), transitional housing may be the more likely outcome.

2.2 Facility

2.2.1 Type of Housing to be provided: It is preferred that the housing unit be a single family detached house within the community although other housing types will be considered such as apartments or units within a facility. Environment should provide for adequate bedroom, dining, and a common area equipped with adequate seating and entertainment options. An outside common seated area for residents is desired but not required.

2.2.2 Accessibility: Housing shall be accessible from the street and where possible wheelchair accessible or ramped for home access. If possible, doorways shall be of sufficient width to accommodate wheelchairs or at minimum walkers.

2.2.3 Bedroom and bathroom space be appropriate and shall be of sufficient size as determined by VHA. Single bedrooms of adequate size shall accommodate no more than 2 beneficiaries, unless specifically authorized by VHA. The bedroom and bathroom will be able to accommodate wheelchair or walker.

2.2.4 New Contracts If a new contract the Contractor shall secure an appropriate site for the performance of the contract, promptly comply with VA site and other inspection requirements and be operational to accept Veteran residents within 90 days from the date of the contract.

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

2.2.6 The Contractor’s identified site of service approved by VA will be the location for services to be provided to Veterans under this contract. Any additional sites will require a VA pre-inspection and authorization.

2.2.7 It is the responsibility of the Contractor to properly develop and/or maintain its facilities and the VA shall have no responsibility for paying or reimbursing the Contractor for such expenses.

2.2.8 The contract facility must have a current occupancy permit issued by the local and State governments in the jurisdiction where the facility is located, or a statement from the appropriate city or state office, stating there is not a need for occupancy Permit.

2.2.9 Be in compliance with existing standards of State safety codes and local, and/or State Health and sanitation codes.

2.2.10 Where applicable, be licensed under State or local authority.

2.2.11 Where applicable, be accredited by the State.

2.2.12 Be equipped with operational air conditioning /heating systems if required for habitation.

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

2.2.14 Showers and toilets will be maintained clean and sanitary.

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

2.2.16 Have windows and doors that can be opened and closed in accordance with manufacturer standards.

2.3 Environment Supports: In the housing environment the following must be provided:

2.3.1 Each resident shall be provided with a single bed and frame and bed linens, including blankets as needed. It is suggested that mattress covers which enclose the mattress and box springs be provided to reduce the infestation of bed bugs.

2.3.2 Hygiene products to include towels, wash cloths, soap, deodorant, toothpaste, and toothbrushes, as needed.

2.3.3 Bathrooms (toilets, basins and showers and bathroom hygiene supplies) will be located within a reasonable distance on the same floor of the living space.

2.3.4 A space for personal belongings off the floor such as closets, dressers or wardrobes for clothing and effects shall be provided.

2.3.5 A place for the resident to secure (lock) valuable personal items and medications which cannot be removed by others.

2.3.6 Privacy shall be provided to the resident.

2.3.7 Rooms shall be accessible to the Veteran 7 days a week and 24 hours per day. Veterans will have access to their assigned bed during this time except, where necessary, a specific defined period of no more than two hours daily for staff to clean the room or bed area.

2.3.8 Veteran sleeping environment shall be maintained in a preventative manner to assure that it is in good repair, clean, free of noise during normal nighttime sleep hours, and free of insects and/or rodents. Program will have in place and be able to follow in a timely manner a written plan to rid the environment of insects and/or rodents if an infestation is identified.

2.4 Meals: The contractor shall provide nutritious meals. Food shall be prepared, served and stored under sanitary conditions. The following shall be provided:

2.4.1 Unless deemed inappropriate for the facility by VA the facility shall provide storage space in an onsite refrigerator for Veterans to store personal food if refrigeration is required.

2.4.2 The facility shall establish and maintain sanitary procedures for washing dishes, cleaning equipment, work areas, and disposing of waste.

2.4.3 At least three (3) nutritious meals or their equivalent shall be served daily at regular times. These meals will follow a weekly posted menu and substitutions of menu items will be at a minimum. (Contractor Performance Standard #1)

2.5 Laundry: Laundry facilities shall be available on site for residents to do their laundry.

2.6 Transportation: The contractor shall assist the Veteran to their scheduled meetings and appointments through the provision of transportation or secure public transportation for the program Veterans through the provision of bus passes or taxi vouchers. If reliable public transportation is not available within a reasonable distance (1/4 mile) the agency shall also establish a schedule to transport residents to local community services such as food markets, retail or dining services in addition to medical appointments. In the event the Veteran has ambulation difficulties and unable to access public transportation then the contractor shall assist Veteran to appointments and community access. (Contractor Performance Standard #2)

2.7 Program Service

2.7.1 Outreach: The contractor shall accept referrals of Veterans directly from the VA Critical Care Program Manager or Designee. The Critical Care Emergency Housing beds are specifically for Veterans discharged from the VA inpatient psychiatry ward. Under this Critical Care Emergency Housing contract, Veterans are not admitted through outreach efforts.

2.7.2 Entry Assessment and Admission: Entry into services are through the direct referral from the Critical Care Program Manager or designee. The VA Critical Care Program Manager or designee is responsible for determining eligibility of Veterans prior to admission to contractor’s bed. A list of VA staff authorized to approve admissions under the contract shall be provided to the contractor. Acceptance of billing is conditional upon the eligibility and admission approval of the VA representative.

Training on the process and all referenced VA forms will be provided to the Contractor by the VA Emergency Housing Representative.

2.7.3 Case Management: The contractor shall assign a case manager as the primary contact for the Veteran and this role shall not conflict with other duties such as also being the primary residence rules and compliance staff person. This case manager will, in conjunction with the program participant based on their Inventory of Needs develop a Housing Support Plan (HSP) which outlines the general services and supports needed and prioritized. This document will also identify the Veteran’s Financial Plan and their Discharge Plan upon leaving the program. This plan will be created, implemented and submitted to VA within 7 days of admission (Contractor Performance Standard #6). The HSP should identify the shared responsibility of the case manager and the Veteran in achieving the goals identified. The level of achieving the identified goals depend greatly on the Veteran’s desires, wishes, priorities and their motivation. This case manager shall have sufficient time to meet with Veterans and will meet with the Veteran a minimum of 3 or more time per month to review progress. Because of the short-term nature of the Critical Care Program emergency housing beds, the VA Day Hospital Staff will work closely with the Contractor on discharge planning (Contractor Performance Standard #7).

Case management provided should include but not be limited to the following:

2.7.3.1 Housing Assistance: Provide referral assistance as needed supporting the Veteran’s access to affordable, supported, senior, or other housing options using the Veteran’s, program’s, community, or VA resources. Emphasis is on moving the Veteran on to the next step in his housing search whether that be to transitional or permanent housing.

2.7.3.2 Financial Assistance: Provide referral assistance as needed supporting the Veteran’s accessing eligible financial and supportive programs i.e. SS, SSDI, General Assistance, Food Stamps, VA service connected benefits, etc. and assist if possible application preparation and/or transportation to benefit site (Contractor Performance Standard #8). Eligible Veterans should be encouraged to seek employment services by having them contact VA or Community resources (Contractor Performance Standard #9). As part of the Housing Support Plan the case manager shall develop with the Veteran a Financial Plan which reflects employment and non-employment resources and income (Contractor Performance Standard #10).

2.7.3.3 Recovery Assistance: Provide support and encouragement for the Veteran’s attendance at Day Hospital, outpatient mental health clinic, PTSD, and/or substance programs either at VA or at other programs.

2.7.3.4 Medical and Mental Health Assistance: Support the Veteran’s attendance at medical and mental health programs at VA and scheduling or providing transportation as needed. Medication management is not required by the contractor unless it is policy for the facility. The Veteran may manage their physician non-narcotic prescribed and over the counter medication, but they must be properly stored and secured. The facility must have a specific policy for physician prescribed narcotics to assure that their use is in compliance with physician orders.

2.7.3.5 Relationship Assistance: Where appropriate support the Veteran to connect with peers and their family.

2.7.3.6 Onsite and Community Support Services: The contractor will provide or when possible, refer the Veteran to any appropriate community service provider for the provision of individual or group services. This support may be in the areas of financial planning, life skills, social skills training, Alcoholics Anonymous, Narcotics Anonymous, mental health services, vocational counseling and permanent housing search groups or other supports deemed appropriate as determined by the Veteran. (Contractor Performance Standard #11)

2.7.3.7 VA Coordination and Veteran’s status: Communicate with the VA representative through regular scheduled contacts which address the Veteran’s progress of the Housing Support Plan or on issues that may arise. The Program will submit a monthly summary of the case management activities and Veteran’s progress toward the goals outlined in the HSP (Contractor Performance Standard #12).

2.7.3.8 Discharge Planning: Develop with the Veteran a Discharge Plan to identify the type of housing the Veteran will transition to at the time of their discharge. This Discharge Plan shall be prepared no later than 7 days after admission. (Contractor Performance Standard #13) The program will inform the VA representative within 24 business hours of the Veteran’s discharge whether planned or unplanned. Whether planned or unplanned, the contractor shall also submit a VA designed Exit Summary for Contracted Housing to the VA representative within 48 business hours of discharge. (Contractor Performance Standard #14).

Discharges will be characterized as follows:

Positive Discharge: The Veteran has been successfully placed in transitional or permanent housing or reunited with family. Program will work to ensure that 50% of Veteran discharges are positive and reflect that the Veterans moved to a more stable housing arrangement. Transitional housing shall include discharge to other more long-term shelter accommodations for the purposes of this contract. (Contractor Performance Standard # 15) Administrative Discharge: The Veteran has been transferred to an alternate level of care with concurrence from the VA Representative for medical, mental health, or substance abuse treatment to better meet the Veteran’s clinical needs.

Negative Discharge: a.) the Veteran is absent from the program site and his whereabouts are unknown and or unwilling to return; or b.) the Veteran has had an episode of violence or has threatened violence against staff or other residents and must be discharged to maintain the safety of the facility.

2.7.3.9 Customer Satisfaction: Veterans served in Emergency Housing shall complete a VA Customer Satisfaction Questionnaire (uSPEQ) regarding the services received at the site. The questionnaires will be provided by VA and distributed by the program case manager to Veterans who have resided at the program for 14 days or longer. The Veteran’s response is to remain confidential, and Veterans are to be strongly encouraged to complete the questionnaire and mail in the attached stamped envelope to the VA Critical Care Program Manager or designee. The Veteran may complete this questionnaire only once per year. At minimum programs should demonstrate a 25% rate of return of completed and returned questionnaires of eligible program participants. The cumulative results shared with the contractor at the end of end quarter. (Contractor Performance Standard #16)

2.7.3.10 Incident Reporting: The Program shall notify the authorizing VA Critical Care Program Manager or designee within 12 business hours of any critical incident involving the death, suicide/suicide attempt, fire (Veteran involved) or sexual or physical assault of a Veteran residing in the residential program. The contractor shall provide the VA Critical Care Program Manager or designee with a copy of the incident report within 24 business hours. (Contractor Performance Standard # 17) For all other incidents program shall submit to the VA Critical Care Program Manager or designee an incident report within 48 business hours. (Contractor Performance Standard # 18) These include falls, abuse or neglect, hospitalization, infection control (Bed Bugs, TB, etc.) active substance abuse and possession of weapons.

2.7.3.11 Length of Stay: Case managers are to assist Veterans to demonstrate progress toward their goals outlined in the Housing Support Plan. Veteran’s stay is reviewed by the Critical Care Program Manager or designee and the contracted case manager for progress after 14 days and continued stays are limited to 21 days unless specifically authorized by the VA Critical Care Program Manager or designee for an extension. Any extension of this time may not occur without written prior approval from the VA Critical Care Program Manager or designee. The VA Critical Care Program Manager or designee will not approve per diem for lengths of stay exceeding 21 days from the date of admission unless one of the following situations occur:

i. The Veteran has demonstrated reasonable progress and there are circumstances that are barriers to the Veteran’s placement in housing; and/or

ii. There is documented evidence that the contractor has exhausted every effort to place the Veteran in housing sooner; and

iii. The VA Critical Care Program Manager or designee has been appropriately advised of these efforts well in advance of the 21-day limit; and/or

iv. The VA Critical Care Program Manager or designee concurs that the Veteran will continue to derive benefits from a continued stay at the contracted site.

3. CONTRACT STAFF REQUIREMENTS:

3.1 License: The Contractor shall assign to this contract, personnel that by education and training and when required, certification or licensure, are qualified to provide the Services required by this Performance Work Statement (PWS).

3.2 Ratios: The contractor needs to provide a sufficient number of staffs to carry the policies, responsibilities and services of the program. This should include:

3.2.1 That each Veteran has an assigned case manager responsible for coordinating services specified in the contract. The ideal case manager to Veteran ratio is 1:20 or fewer cases per case manager; however, consideration will be given by the VA to the staffing characteristics of each facility.

3.3 On-site Staffing

3.3.1 A qualified designated staff person will be on duty at the approved site 24hrs. a day 7 days per week. (Contractor Performance Standard #19). The role and authority of this person must be identified and consistent with the site-specific policies and procedures to address emergencies as they arise.

3.3.2 There must be at least one administrative staff member identified and able to be contacted within one hour of any emergency or situation occurring with the authority to make decisions regarding the facility and residents. The name and contact number of this administrative staff person and a sequence of other administrative contacts must be posted on site and available to the on-site staff and residents.

3.3.3 Contractor shall provide prior to initiating services an initial Emergency Plans with periodic updates if the plan changes which identifies what actions will be taken if an emergency/crisis occurs which impacts the on-site staffing and case management expectation. This plan must also address what actions will be taken in the event on-site staff is unavailable. This requires an attached Memorandum of Agreement with an identify agency to provide emergency on-site coverage. The plan must also include a statement that if no on-site coverage can be identified where the Veterans in the residence will be safely housed off – site during this time.

3.3.4 That a sufficient number of trained staffs are present to ensure that the Veterans are provided a safe, secure, confidential and structured environment that address their needs.

3.3.5 That when a VA inspection team evaluates the Contracted Facility the team is consistently assured that staff can provide the services required under the terms of the contract.

3.4 Training: The Contractor shall assign to this contract personnel who:

3.4.1 Possess current certification in Basic Life Safety (BLS for Healthcare Providers including CPR and AED).

3.4.2 Have received training on alcohol and substance use and familiarity with current treatment programs.

3.4.3 Have received training related to Military Sexual Trauma and PTSD, the characteristics of the disorders and triggers, and awareness of treatment approaches.

3.4.4 Have received training related to general mental health disorders, their characteristics, use of medications, and awareness of treatment approaches.

3.4.5 Have received training in maintaining client privacy and confidentiality in all verbal and written communications and interactions.

3.4.6 Adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPPA) of 1996. This includes both the Privacy and Security Rules published by the Department of Health and Human Services (HHS) regarding the use and disclosure of protected health information. Privacy training shall be completed annually.

3.4.7 Employees involved in patient care shall complete the VA Privacy and Security Training in TMS at https://www.tms.va.gov/learning/user/SelfRegistrationUserSelection.do

3.5 Infection Control

3.5.1 Tuberculosis Testing - All contractor personnel shall provide documentation of a Purified Protein Derivative (PPD) test performed within the past year. In case of a past positive PPD test, a negative chest radiographic report to rule out active tuberculosis shall be provided. The PPD test shall be repeated annually.

3.5.2 OSHA Regulation Concerning Occupational Exposure to Blood borne Pathogens - The contractor shall provide training or a self-study training module to its personnel; provide Hepatitis B vaccination series at no cost to its personnel who elect to receive it; maintain and distribute an exposure determination and control plan to its personnel; maintain required records; and ensure that proper follow-up evaluation is provided following an exposure incident. Contractor shall provide documentation that the employee(s) have received the Hepatitis B vaccination series or that the employee(s) declined to receive the series. If the employees of the contracting agency suffer a communicable disease, the Contractor shall provide follow up documentation of employee’s clearance to return to the workplace prior to their return.

3.6 Conduct: Under this contract the following acts are not permissible by staff or Veteran resident when while on facility premises and should be outlined in at employee policy handbook and resident handbook:

3.6.1 Use of intoxicating liquors, narcotics or controlled substances of any kind (excluding doctors’ prescriptions which do not impair ability to perform contract) while in residence, on duty or reporting for duty.

3.6.2 Gambling in any form.

3.6.3 Carrying of pistols, firearms, or concealed weapons.

3.6.4 Smoking and other uses of tobacco only in designated site approve.

3.6.5 Resorting to physical violence to settle a dispute with a fellow resident, employee, customer(s) or the general public.

3.6.6 Aggressive actions such as spitting, threating or any other unsanitary, offensive, or insensitive practices or behavior display for the purpose of threatening.

3.6.7 Use of loud, indecent, or profane language and/or making threatening or obscene gestures toward other residents, staff or other employees.

3.6.8 Engaging a customer in a verbal confrontation to settle a disagreement.

3.6.9 Soliciting or accepting tips from customer, companions, or others at any time.

3.6.10 Use the residence as a place to entertain non-staff or non-resident visitors whose purpose is at the site is not approved by the contractor.

3.7 Background Screening:

3.7.1 Staff of the contractor providing services to Veterans under this contract must have an appropriate background security check and determined acceptable by the Contractor before their contact with a Veteran resident. The Contractor shall ensure all appropriate security documentation is submitted through the local law enforcement agency and that security and/or background documentation is available for review in the personnel file.

3.7.2 The records of contractor personnel shall be subject to review by the VA Chief of Staff or his/her designated COR and the Critical Care Program Manager or designee.

3.8 Key Personnel

3.8.1 The Contractor must identify each person functioning as “Key Personnel” under this contract and provide to the VA a description of the services to be provided by such person together with a resume summarizing that person’s relevant skills and experience. This description should include role and responsibility and identification of their chain of command. Temporary substitutions, temporary as defined as short term, of key personnel shall be permitted in accordance with 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.

3.8.2 The Contractor shall present to VA a “chain of command” for decision making and communication. This proceed shall identify the process of sharing any concerns or issues that might arise from either Veterans being served or by the VA Representative. A formal process to resolve concerns or issues should be noted. Outcomes of issues arising with Veterans under this process will be shared with the VA Representative.

3.9 Professional Boundaries and Respect

3.9.1 Contractor staff must always maintain professional boundaries with the Veteran while conveying an attitude of genuine concern, respect and caring.

3.9.2 Contractor staff should under no circumstances engage in sexual activities or sexual contact with Veterans or their family members, whether such contact is consensual or forced. Contractor staff should under no circumstances take unfair advantage of any professional relationship or exploit Veteran clients or their family members to further their personal, religious, political, or business interests. Contractor staff should not engage in dual or multiple relationships with Veterans or their family members in which there is a risk of exploitation or potential harm to the Veteran or Veteran family. Contractor is responsible for taking steps to protect Veterans and their family members and is responsible for setting clear, appropriate, and culturally sensitive boundaries.

3.9.3 The contractor shall comply with the VA patient’s Bill of Rights and post it in public view as set forth in Section 17.34a, Title 38, Code of Federal Regulations. The contractor is responsible for maintaining Veterans’ privacy and confidentiality and must have systems in place that protect Veteran’s personal identifying information and protected health information. This includes but is not limited to:

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

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

3.9.3.3 Ensuring that non-clinical/non-case management facility staff have access to Veteran information only as needed in order to meet the service requirements contained in the contract.

3.10 Conflict of Interest: The Contractor and Contractor staff are responsible for identifying and communicating to the Contracting Officer (CO) and Contracting Officer Technical Representative (COR) conflicts of interest at the time of proposal and during the entirety of contract performance.

4. ADMINISTRATIVE REQUIREMENTS:

Contractor is expected to have a reliable working phone line and fax capabilities. Phone messages left for the program by VA staff are expected to be returned as soon as possible during normal business hours. Written correspondence shall be submitted to the designated VA representative via secure email.

The contractor shall make available to the VA, documentary information deemed necessary by the VA to verify quality of patient care for Veterans, to assure confidentiality of patient care for Veterans, to assure confidentiality of patient record information and to determine the completeness and accuracy of financial records. The facility shall maintain an individual client record on each Veteran admitted under this contract.

4.1 Administrative Presence on Island: The contractor shall have an administrative unit on the Island where the site for services is located. This shall include at minimum management personnel to supervise the operations, assure that services delivered by staff are consistent with the responsibilities of this contract and be able to address issues and emergencies as they arise. There shall be clearly defined roles which identifies the management and supervisory responsibility of this staff

4.2 On site rules and regulations: The contractor shall provide residents at the time of admission the site-specific rules and regulations for program participants. The rules and regulations shall include at minimum the admissions process, rights and responsibilities, response to rule infractions, VA Bill of Rights, discharge criteria, process for complaints and other program expectations. The VA representative shall be provided with a copy of these rules and regulations.

4.3 Policies: Contractors must have site specific written Agency Policies/Standards of Practice and procedures in place. These must address at minimum the following concerns and situations:

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

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

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

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

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

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

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

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

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

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

4.3.11 Processes to address emergency situations including but not limited to staffing issues, natural disasters, relocation due to the environment being non-inhabitable, and behavior conflict with residents/staff.

4.3.12 Statement which authorizes the Veteran to communicate with the VA Emergency Representative at any time for any reason without fear of retaliation or retribution.

4.3.13 Statement which authorizes a VA Representative to visit the site and meet with residents at any reasonable time if it is deemed appropriate for the support of a Veteran and this action is supported by the Critical Care Program Coordinator. Every effort will be made to plan visits during normal business hours during the work week.

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

4.4 Non-Discrimination

4.4.1 The facility agrees and warrants that it does not maintain nor provide dual or segregated Veteran facilities, which are segregated based on race, creed, sexual orientation, color or national origin. The facility may neither require such segregated use by written or oral policies nor tolerate such use by local custom. The term "facilities" shall include but not limited to rooms, wards, sections, eating areas, drinking fountains, entrances, etc.

4.4.2 The facility agrees to accept referral of and to provide all services specified in this contract for any person determined eligible by the VA Medical Center Director or his designee, regardless of race, color, religion, sex or national origin of persons for whom such services are ordered. In addition, the facility warrants that subcontracting will not be resorted to as a means of circumventing this provision.

4.5 Communication: Contractor is expected to have a reliable working phone line and fax capabilities. Messages left for the program by VA staff are expected to be returned as soon as possible during normal business hours.