36C26124Q0831 Fresno HCHV.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

36C26124Q0831 08-09-2024

Cynthia Diezel 916-923-4567 08-28-2024

10:00AM PST

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

See Performance Work Statement

612MCP

Department of Veterans Affairs Network Contracting Office (NCO) 21

3237 Peacekeeper Way, Bldg 200 Suite 204 McClellan CA 95652

FMS VA-9(101) Financial Services Center

PO Box 149971 Austin TX 78714-9971

See CONTINUATION Page

Requirement for Emergency Residential Services (HCHV) for Homeless Veterans

IDIQ Period of Performance: 10/01/2024 - 9/30/2029 Ordering Period One: 10/01/2024 - 9/30/2025 Ordering Period Two: 10/01/2025 - 9/30/2026 Ordering Period Three: 10/01/2026 - 9/30/2027 Ordering Period Four: 10/01/2027 - 9/30/2028 Ordering Period Five: 10/01/2028 - 9/30/2029

Note 1: Offerors shall follow the submission instructions specified in Addendum to FAR Provision 52.212-1 and VAAR 852.273-73 included in this solicitation. Failure to follow the instructions will result in an unfavorable evaluation and may not be considered for award

Note 2: All questions must be submitted no later than 08/19/2024 at 10:00 am PST.

See CONTINUATION Page

Cynthia Diezel Contracting Officer

36C26124Q0831

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 PERFORMANCE WORK STATEMENT

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 52.204-21 BASIC SAFEGUARDING OF COVERED CONTRACTOR INFORMATION

SYSTEMS (NOV 2021)

C.4 52.216-18 ORDERING (AUG 2020)

C.5 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.6 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.7 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.8 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR 1984) 26

C.9 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

C.10 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

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

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

C.12 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-

OWNED SMALL BUSINESS EVALUATION FACTORS (JAN 2023) (DEVIATION)

C.13 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (OCT 2019)

C.14 VAAR 852.219-70 VA SMALL BUSINESS SUBCONTRACTING PLAN MINIMUM

REQUIREMENTS (JAN 2023) (DEVIATION)

C.15 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.16 VAAR 852.237-74 NON-DISCRIMINATION IN SERVICE DELIVERY (OCT 2019) . 31

C.17 VAAR 852.237-75 KEY PERSONNEL (OCT 2019)

C.18 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.19 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (MAY 2024)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

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

E.2 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.3 ADDENDUM TO 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS

E.4 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.5 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

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 852.215-72 NOTICE OF INTENT TO RE-SOLICIT (OCT 2019)

E.10 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

E.11 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.12 VAAR 852.273-70 LATE OFFERS (NOV 2021)

E.13 852.273-73 EVALUATION—HEALTH-CARE RESOURCES (JAN 2003)

E.14 VAAR 852.273-74 AWARD WITHOUT EXCHANGES (NOV 2021)

E.15 FAR 52.212-3 Offeror Representations and Certifications—Commercial Products and Commercial Services (MAY 2024)

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 36C261

Network Contracting Office (NCO) 21 3237 Peacekeeper Way, Bldg. 200, Suite 204

c. ADMINISTRATION: Contract Specialist 36C261 Cynthia Diezel

Network Contracting Office (NCO) 21 3237 Peacekeeper Way, Bldg. 200, Suite 204

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

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[ ] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly [ ]

b. Semi-Annually [ ]

c. Other [X] Monthly in arrears

4. GOVERNMENT INVOICE ADDRESS: Invoices will be electronically submitted to the Tungsten website at http://www.tungstennetwork.com/uk/en/ Tungsten direct vendor support number is 877- 489-6135 for VA contracts. The VA-FSC pays all associated transaction fees for VA orders. During Implementation (technical set-up) Tungsten will confirm your Tax Payer ID Number with the VA- FSC. This process can take up to 5 business days to complete to ensure your invoice is automatically routed to your Certifying Official for approval and payment. In order to successfully submit an invoice to VA-FSC please review “How to Create an Invoice” within the how to guides. All invoices submitted through Tungsten to the VA-FSC should mirror your current submission of Invoice, with the following items required. Clarification of additional requirements should be confirmed with your Certifying Official (your CO or buyer). The VA-FSC requires specific information in compliance with the Prompt Pay Act and Business Requirements. For additional information, please contact:

Tungsten Support

Phone: 1-877-489-6135 Website: http://www.tungsten-network.com/uk/en/

Department of Veterans Affairs Financial Service Center Phone: 1-877-353-9791 Email: vafscched@va.gov

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

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

The guaranteed minimum award amount for this contract is equal to the dollar amount of 10 days. The “day” unit is defined as room and board to accommodate one (1) Veteran per bed/per night (DAY is considered 24 hours). The maximum aggregate value of orders that can be placed under this contract is equal to the dollar amount of 19,700 days. The Government does not guarantee that it will place any orders under this contract more than the guaranteed minimum award amount

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

6.00 DY __________________ __________________

Provide 6 beds per day to Homeless Veterans on a per diem basis in accordance with the PWS (6 Beds x 365 Day = 2,190) Contract Period: Ordering Period 1 POP Begin: 10-01-2024 POP End: 09-30-2025 PRINCIPAL NAICS CODE: 624221 - Temporary Shelters PRODUCT/SERVICE CODE: G099 - Social - Other

MANUFACTURER PART NUMBER (MPN): N/A

accordance with the PWS (6 Beds x 365 Day = 2,190) Contract Period: Ordering Period 2 POP Begin: 10-01-2025 POP End: 09-30-2026 PRINCIPAL NAICS CODE: 624221 - Temporary Shelters accordance with the PWS (6 Beds x 365 Day = 2,190) Contract Period: Ordering Period 3 POP Begin: 10-01-2026 POP End: 09-30-2027 PRINCIPAL NAICS CODE: 624221 - Temporary Shelters accordance with the PWS (6 Beds x 366 Day = 2,196) Contract Period: Ordering Period 4 POP Begin: 10-01-2027 POP End: 09-30-2028 PRINCIPAL NAICS CODE: 624221 - Temporary Shelters accordance with the PWS (6 Beds x 365 Day = 2,190) Contract Period: Ordering Period 5 POP Begin: 10-01-2028 POP End: 09-30-2029 PRINCIPAL NAICS CODE: 624221 - Temporary Shelters

GRAND TOTAL __________________

B.3 PERFORMANCE WORK STATEMENT

1. PURPOSE

1.1. The Department of Veteran Affairs Central California Health Care System (VACCHCS) requires contractors to provide services as part of its Community Based Health Care for Homeless Veterans (HCHV) program. The goal of the HCHV program is to remove homeless Veterans from the street or habitation unfit for Veterans and place them in community-based, residential environments with sufficient therapeutic services to meet their needs and ultimately facilitate the improvement of their housing situation.

2. BACKGROUND

2.1. Through the HCHV program, VA provides case management services 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 in Fresno, Tulare, Merced and Madera Counties who can provide housing, care, treatment and rehabilitative services to Homeless Veterans suffering from serious mental illness in community-based residential/treatment facilities offering a safe and secure environment that supports their goals for recovery. The Contractor will be required to provide ADA Accessible 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 treatment.

3. SERVICES TO BE PROVIDED

3.1. OUTREACH: Contractor will be responsible to engage in outreach in the community both independently and in collaboration with VACCHCS Homeless Programs Designee(s). It is expected that Contractors beds will be maintained at a minimum of a 70% ADA occupancy rate but a preferred rate of 99%. If this rate is not consistently attained a corrective action plan will be developed as part of the QASP and/or a process improvement plan.

3.1.1. BASIC SERVICES. The contractor shall furnish each referred Veteran for care under this contract with the following basic services:

3.1.1.1. ROOM AND BOARD: ADA Accessible Room and Board that is accessible to the Veteran 7 days a week and 24 hours per day. Accommodations will include a bed and other furnishings such as a dresser, storage, and personal linens (towels and bed sheets). At least three nutritious meals per day, 7 days a week will be provided for the Veteran. In addition, there will be availability of nutritious snacks of nourishing quality (e.g. fruits), between meals and bedtime for those requiring, or desiring additional food, when it is not medically contradicted. There will not be greater than a 14-hour span between the evening meal and breakfast the following day. Food shall be prepared, served and stored under sanitary conditions. The facility shall provide storage space in an onsite refrigerator for Veterans to store personal food. The facility shall establish and maintain sanitary procedures for washing dishes, cleaning equipment and work areas, and disposing of waste.

3.1.1.2. LAUNDRY FACILITIES: Laundry facilities for residents to do their own laundry or to have laundry done.

3.1.1.3. THERAPEUTIC AND REHABILITATIVE SERVICES: Therapeutic and Rehabilitative Services determined to be needed by each individual Veteran referred for services as stated in the plan developed by the VACCHCS , with input from the Veteran and the VA Homeless Program Coordinator

(or Designee). Services which the contractor must be able to furnish shall be detailed in the QASP and will include:

3.1.1.3.1. Group Activities: Structured group activities as appropriate two times per month – examples include group therapy, life skills training, social skills training, Alcoholics Anonymous, Narcotics Anonymous, vocational counseling and physical activities as appropriate.

3.1.1.3.2. VA Coordination: Collaboration with the VA program staff as needed, which will provide supportive psychosocial services.

3.1.1.3.3. Case Management: A written plan of care will be developed within 72 hours. This will include individual case management and/or professional counseling four times per month, including counseling on self-care skills, adaptive coping skills, financial planning, permanent housing search, written care plan, referral for financial benefits and, as appropriate, vocational rehabilitation counseling, in collaboration with VA program and community resources. In addition, special attention will be taken to address High Risk Safety issue (HRS). HRS Plans will be completed in collaboration with VA Staff on any High-Risk Veteran who has been identified through the eligibility process. Case Manager will review the HRS Plan weekly with VA Staff. All Veterans will be referred to the VACCHCS for Primary Care and Mental Health appointments and contractors will support Veterans in making initial and subsequent appointments. Efforts will be documented in Care Plan.

3.1.1.3.4. Permanent Housing Search: Assistance to develop housing resources two times per month either in groups or through one on one case management. Examples include, education about how to obtain free credit reports, completing tenant portfolio documents, reviewing affordable housing lists, etc.

3.1.1.3.5. Financial Planning: Referral to all eligible financial resources (e.g. SSI, NSC pension, GA, etc.). Structured activities to support Veteran one time per month in developing a short and long-term plan to understand their current financial situation and how to make improvements. These efforts may be accomplished in group or through individuals case management settings.

3.1.1.3.6. Recovery: Support for an alcohol/drug abuse-free lifestyle provided in an environment conducive to social interaction and the fullest development of the resident’s rehabilitative potential.

Assistance to gain and to apply knowledge of the illness/recovery process in an environment supportive of recovery models.

3.1.1.3.7. Discharge Planning: Securing permanent housing will be the discharge goal for every Veteran.

Compliance with all VACCHCS regulations regarding discharges and timeliness of reporting discharges is required by the Contractor. Case managers will provide assistance with discharge planning for every Veteran and report all discharges within 24 hours. Paperwork required for discharging a Veteran from any HCHV program is required within 72 hours. Housing needs will be assessed immediately upon acceptance to the program (within 72 hours) and resources will be coordinated for discharge to a successful community placement throughout the duration of the Veteran’s stay. Please see QASP for additional details.

3.1.1.3.8. Extensions: All extensions beyond 120 days must be approved in writing by HCHV coordinator or Designee.

3.1.1.3.9. Medication Management: Medications and narcotics shall be properly stored and locked, controlled, issued and recorded in compliance with physician’s orders.

3.1.1.3.10. Timeliness of Response: Contractor is expected to have a dedicated phone line for VA inquiries. Return calls from the program are expected within 24 hours during business hours Monday through Friday. This includes calls from VACCHCS proper or the Liaison to the program.

3.1.1.3.11 Critical Incident Reporting: Any critical incident listed below will be reported to the Liaison in a timely manner, within 24 business hours. An initial phone call for timeliness and continuity of care will be completed, followed by an email with pertinent details to follow.

3.1.1.3.11.1. Falls

3.1.1.3.11.2. Assault (to Veteran or Staff)

3.1.1.3.11.3. Elderly/Dependent Adult Abuse or Neglect

3.1.1.3.11.4. Sexual Assault

3.1.1.3.11.5. Fire (Veteran Involved)

3.1.1.3.11.6. Medical Emergency (911 Calls)

3.1.1.3.11.7. Hospital

3.1.1.3.11.8. Suicide or Suicide Attempt

3.1.1.3.11.9. Homicide

3.1.1.3.11.10. Death

3.1.1.3.11.11. Infectious Control (Bed Bugs, TB, etc.)

3.1.1.3.11.12. Active Substance Abuse

3.2. The Contractor shall provide treatment and discharge planning reflecting a team assessment of health, social and vocational needs with the involvement of the Veteran, the VACCHCS staff and appropriate community resources in resolving problems and setting goals.

3.3. An individual case record will be created for each referred Veteran. Case records shall be maintained and secured in confidence as required by the Confidentiality of Alcohol and Drug Abuse Patient Records (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 members involved with the treatment program of the Veteran concerned.

3.4. The contractor shall comply with applicable requirements of the Confidentiality of Alcohol and Drug Abuse Patient Records (42 CFR Part II) and the Confidentiality of Certain Medical Records (38 USC 7332). 3.4.1. The files shall include: 3.4.1.1. Reasons for referral.

3.4.1.2. 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 interventions or patient care conferences.

3.4.1.3. Copies of any medical prescriptions issued by physicians, including orders, if any, for medications to be taken.

3.4.1.4. Case management notes including plan of care with attendant goals and documented activity indicating that the Veteran and Case Manager are actively working on identified goals.

3.4.1.5. Final summaries on each resident who leaves the program, will include reasons for leaving, the Veterans future plans, and follow-up locator information.

3.4.1.6. Extension approval if applicable.

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

4. SUPPLEMENTAL SERVICES: All services shall be provided at no additional charge to the stated daily fixed fee, except for those services specifically stated below to be Supplemental Services.

4.1. Special Population Contracts (e.g. Sex Offenders, Family, SMI, Medical Respite programs, etc.) will maintain a minimum staffing requirement ratio of 1 dedicated case manager per 15 Veterans.

4.2. Sex Offender programs will have increased focus on discharge to stable or permanent housing as evidenced in the plan of care and QASP.

4.3. ADA accessibility as necessitated by the Veterans identified disability. This special population requires wheel chair accessibility, including but not limited to oversize doors, ramps, accessible ADA complaint restroom.

5. ADDITIONAL CONTRACT REQUIREMENTS The C&A requirements do not apply, and a Security Accreditation Package is not required.

5.1. PERSONNEL

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

5.1.2. The Contractor shall assign to this contract personnel that by education and training (and, when required, certification or licensure) are qualified to provide the Basic Services and Supplemental Services required by this PWS.

5.1.3. 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.

5.1.4. 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 described 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.

5.1.5. 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 offer.

5.2. REFERRALS

5.2.1. The VA is responsible for determining eligibility of Veterans prior to referral to the Contractor for services. After receipt of a Release of Information (ROI) a written pre-approval from VA Staff is required (hard copy, fax or e-mail are acceptable) and shall be provided to the Contractor for each Veteran referred for services under the contract. Contractor must implement a low barrier approach to providing services to Veterans, which generally means service occurs on the same day from the point of identification or referral to the contractor facility, or within no more than 72 hours. 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 admissions that occur without written/verbal approval must be verified by VA Staff within 24 business hours for 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 for services under the contract for inclusion in the Veterans program file.

5.2.2. A list of authorized VA Staff for the contract shall be provided to the Contractor upon 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 Officer. The Contractor shall be provided an updated list of authorized VA Staff whenever such changes are made.

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

VA.

5.2.4. The initial referral period for a Veteran may be up to 120 days, depending upon the needs of the Veteran as mutually determined by the Veteran, the Contractor’s staff, and VA Homeless Program Coordinator or Designee. An extension of the referral period, no longer than 6 months (190 days), may be authorized by the VA Homeless Program Coordinator or Designee, provided that there is clear clinical indication and availability of funds. Service periods in excess of 6 months (190 days) for individual Veterans must be authorized by the Medical Center Director or Designee.

5.2.5. The initial Referral period of Special population Veterans may be up to 190 days, depending upon the needs of the Veteran as mutual determined by the Veteran, the Contractor’s staff, and the VA homeless Program Coordinator or Designee. An extension of the referral period, no longer that 8 months (250 days). May be authorized by the VA Homeless Program Coordinator or Designee, provided that there is a clear clinical indication and availability of funds. Service periods in excess of 8 months (250 days) for individual Veterans must be authorized by the Medical Venter Director or Designee.

5.2.6. 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 emergency contract beds, all Veterans must be homeless or at imminent risk of becoming homeless and be eligible and registered for VA 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 young children, Veterans with sex offender status, seriously mentally ill Veterans, Veterans who have abused drugs or alcohol for many years, and/or Veterans who have been involved with the legal system.

5.3. ABSENCES AND CANCELLATION

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

Should a Veteran absent himself/herself from the Contractor’s facility in an unauthorized manner, payment for services for that Veteran shall be continued for a maximum period of 48 hours, provided there is an active outreach attempt on the part of the Contractor’s staff to return the Veteran to the facility and there is a reasonable belief that the Veteran will return. Management of program dropout will be an element of quality assurance review of this program. Absences of the Veteran from the facility in excess of 48 hours will not be reimbursable.

5.3.2. VA reserves the right to remove any or 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 bug infestation.

5.3.3. 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, it is agreed that 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 Veteran with any transportation issues that may arise.

5.3.4. The contractor shall notify the authorizing VA facility immediately of any incidents involving Veterans residing in the residential program. The contractor shall notify the VA case manager by telephone during the hours of 8:00am and 4:30pm. For all incidents that occur after normal business hours, the contractor should notify the Administrator on Duty (AOD). The contractor shall provide the HCHV case manager and the COR with a copy of the incident report within 24 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.

6. CONTRACTOR STAFF CONDUCT/COMPLAINTS HANDLING

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

6.2. 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 that jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by Veterans or other Staff members to designated 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 of acceptability and in validating complaints.

7. TRANSPORTATION

7.1. The Contractor shall assist the Veterans with local transportation to scheduled meetings and appointments. The Contractor will be expected to help with ADA accessible transportation services to the Veteran, including but not limited to, procurement of ADA medical transportation, access to public transportation, including providing information and instructions necessary to enable Veterans to utilize public transportation. Contractor shall also provide monthly bus passes for public transportation to all placed Veterans. 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.

8. FACILITY

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

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

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

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

8.1.4. Where applicable, be accredited by the State.

8.1.5. Be equipped with operational air conditioning /heating systems

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

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

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

8.1.9. Have an aggressive on-going plan to address bed bug infestation. This policy must be a part of your written response to this solicitation. On-going bed bug infestation will be grounds for immediate discharge of Veterans from the facility.

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

8.2.1. The building must meet the requirements of the applicable residential occupancy chapters of the current version of NFPA 101, National Fire Protection Association's Life Safety Code. Any equivalencies or variances must be approved by VACCHCS Director.

8.2.2. All residents in the facility must be mentally and physically capable of leaving the building, unaided, in the event of an emergency.

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

8.2.4. Portable fire extinguishers shall be installed at the facility. Use NFPA 10, Portable Fire Extinguishers, as guidance in selection and location requirements of extinguishers. Requirements for fire protection equipment and systems shall be in accordance with NFPA 101. All fire protection systems and equipment, such as the fire alarm system, smoke detectors, and portable extinguishers, shall be inspected, tested and maintained in accordance with the applicable NFPA fire codes and the results documented.

8.2.5. The annual inspection by a VA team required by paragraph 7 shall include a fire and safety inspection conducted at the facility unless a review of past Department of Veterans Affairs inspections or inspections made by the local authorities indicates that a fire and safety inspection would not be necessary, in which case the fire and safety inspection may be waived by the VA.

9. INSPECTION OF FACILITY AND PROGRAM

9.1. Prior to the award of a contract and annually during the contract term, a multidisciplinary VA team consisting of a social worker, dietitian, a representative of the VA Police, and a Facilities Management Safety Officer, and/or other subject matter experts as determined necessary by the medical center director or HCHV Coordinator shall conduct a survey of the Contractor’s facilities to be used to provide Veterans food, shelter, and therapeutic services to assure the facility provides quality care in a safe environment.

Inspections may also be carried out at such other times as deemed necessary by the Department of Veterans Affairs.

9.2. The contractor will be advised of the findings of the inspection team. If deficiencies are noted during any inspection, the contractor will be given a reasonable time (90 days) to take corrective action and to notify the Contracting Officer that the corrections have been made. A contract will not be awarded until noted deficiencies have been eliminated. Failure by the Contractor to take corrective action within a reasonable time (90 days) will be reported to the VA Contracting Officer. If corrections are not made to the satisfaction of the VA, the Contracting Officer will consult with the appropriate officials so that suitable arrangements can be made to discontinue plans to award a contract, or to discharge or transfer patients and to terminate the existing contract, as appropriate.

9.3. The inspection of the Contractor facilities will include inspection for conformity to the current Life Safety Code as described in paragraph 5, and will also include the following:

9.3.1. General observation of residents to determine if they maintain an acceptable level of personal hygiene and grooming.

9.3.2. Assessment of whether the facility meets applicable fire, safety and sanitation standards.

9.3.3. Determining whether the facility is in attractive surroundings conducive to social interaction and the fullest development of the resident's rehabilitative potential.

9.3.4. Observation of facility operations to see if appropriate organized activity programs are available during waking hours (including evenings) and degree to which a high level of activity is observed in the facility, such as individual professional counseling, physical activities, assistance with health and personal hygiene.

9.3.5. Seeking evidence of facility-community interaction, demonstrated by the nature of scheduled activities or by information about resident flow out of the facility, e.g., community activities, volunteers, local consumer services, etc.

9.3.6. Observation of staff behavior and interaction with residents to determine if they convey an attitude of genuine concern and caring.

9.3.7. Inspecting the types of meals and other nutrition provided to residents to see if appetizing, nutritionally adequate meals are provided in a setting, which encourages social interaction and if nutritious snacks between meals and bedtime are available for those requiring or desiring additional food, when it is not medically contraindicated.

9.3.8. Making a spot check of Veterans’ records to ensure accuracy with respect to Veterans’ length of stay and services provided to the Veterans.

9.4. All Department of Veterans Affairs reports of inspection of residential facilities furnishing treatment and rehabilitation services to eligible Veterans shall, to the extent possible, be made available to all government agencies charged with the responsibility of licensing or otherwise regulating or inspecting such institutions.

10. BILLING

10.1. Unless specifically excluded in this contract, the per diem rate established will include the services listed in this document and will also include all services or supplies normally provided other residents by the facility without extra charge. Payments made by the VA under this contract shall constitute the TOTAL cost of care and housing of the homeless Veterans. If a beneficiary is admitted to or discharged from the program on the same calendar day, payment will not be authorized. Absences of the patient from the facility will not be reimbursed. The Contractor will submit billing to Austin Payment Center by the 7th of every month.

10.2. The contractor shall be expected to utilize nightly sign in logs for the purpose of verifying a Veteran’s attendance in the program on a daily basis. These logs are to be submitted to the VA Liaison monthly, along with invoices, to ensure accuracy of billing. All excused and unexcused absences will be clearly documented on the monthly attendance log including reason for any excused absence (e.g. medical needs). Payment will not be received for absences over 24 hours however, Veteran does not have to be formally discharged. No payment will be made without the daily sign-in logs to be verified by VA Staff.

11. QUARTERLY REPORTING

11.1. The contractor shall provide the COR with a written report of program activities on a Quarterly basis in accordance with the QASP. The report should contain, at minimum, the following information:

11.1.1. Total Number of Veterans Served

11.1.2. Data from QASP compliance tool

11.1.3. Program Completion Rates

11.1.4. Outcomes (e.g. # or % of veterans discharged to more stable housing, increased income/benefits, occupancy, etc.)

11.1.5. Other pertinent information, such as: quality improvement projects, changes in staffing or business practices, systems or resource concerns, etc.

11.2. These reports shall be maintained by the COR in the contract administrative file, and reports shall be submitted as a part of the annual inspection package.

12. CONTRACT CHANGES/TECHNICAL DIRECTIONS

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

12.2. IN THE EVENT THE CONTRACTOR AFFECTS ANY SUCH CHANGE AT THE

DIRECTION OF ANY PERSON OTHER THAN THE CONTRACTING OFFICER WITHOUT

AUTHORITY, NO ADJUSTMENT SHALL BE MADE IN THE CONTRACT PRICE TO COVER AN

INCREASE IN COSTS INCURRED AS A RESULT THEREOF.

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

SECTION C - CONTRACT CLAUSES

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

PRODUCTS AND COMMERCIAL SERVICES (NOV 2023)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered;

and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at Federal Acquisition Regulation (FAR) 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212- 5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable; and

(D) Contractor point of contact.

(ii) Provide a copy of the remittance and supporting documentation to the Contracting Officer.

(6) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by 33.211 if—

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see 32.607-2).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a default termination.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on—

(A) The date on which the designated office receives payment from the Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable…