Draft Performance Work Statement HUD VASH Housing Support Specialist Services.pdf

PERFORMANCE WORK STATEMENT

250 Kearny Street Project - Housing Support Services

1. INTRODUCTION

The San Francisco VA Health Care System collaborates with the City of San Francisco and a Contracted entity to provide permanent, supported housing to previously unhoused Veterans at the 250 Kearny

Street Project located in San Francisco’s Financial District. HUD-VASH, Housing and Urban Development and VA Supported Housing, have partnered since 1992 and share the mission to move Veterans and their families out of homelessness to safe, affordable, permanent housing, ending the cycle of homelessness.

The Kearny Street Project allocates Housing Choice Vouchers administered through the local Public

Housing Authority. The City of San Francisco provides the 250 Kearny St. property (master lease), VA provides comprehensive case management services to the Veteran residents, and a contracted entity provides property management and on-site supportive services, including the contracted Housing

Support Services work requirement. The VA contribution is the provision of clinical services to HUD-

VASH enrolled Veterans to acquire and retain housing, to facilitate the attainment of recovery goals, and linkage to the VA and community services through clinical services. These clinical services include social work, case management, nursing and other ancillary services to address mental health, substance abuse and psychosocial needs. Since Kearny houses a large number of Veterans with complex needs, the City and County of San Francisco provides space during regular business hours for these providers to maximize the availability of clinical services to the Veterans, to maintain a presence in the building for access to providers to address acute and ongoing needs.

2. GENERAL INFORMATION

The contractor shall ensure delivery of all personnel, equipment, tools, materials, transportation, management, supervision, quality control and labor necessary to perform Housing Support Services

(HSS) services in accordance with this Performance Work Statement (PWS). Contractor shall ensure these services in partnership with local non-profit and private grantees as needed.

3. DESCRIPTION OF SERVICES

3.1. Veteran Support - The contracted Housing Support Services (HSS) shall provide 24-hour coverage within the building located at 250 Kearny Street, San Francisco, CA 94108 through performance of the following five main functions:

3.1.1. Shall provide 24-hour coverage of the building to develop and maintain community, including:

monitoring of tenant/visitor inflow and outflow, sharing information about client needs with the

VA clinical providers, managing tenant issues if VA clinician is not on-site and reporting to VA clinical staff for coordination. The contractor shall conduct daily Veteran welfare checks in accordance with the requirement.

3.1.2. Shall conduct outreach to households to support Veteran housing stability, including disseminating information about the building and community resources. Shall conduct outreach

DRAFT

to households experiencing instability in coordination with VA clinical providers and on-site supportive services.

3.1.3. Shall address tenant disagreements, provide mediation services, and report all critical incidents to VA COR and designated VA Social Work clinical staff.

3.1.4. Shall use a Housing-First model to focus on housing stability in all resident interactions.

3.1.5. Shall call 911 for emergency services as needed.

4. PLACE OF PERFORMANCE

4.1. The contractor shall perform Housing Support Services for eligible Veterans of the San Francisco

VA Healthcare System who reside at 250 Kearny Street, San Francisco, CA 94108.

4.2. Facility location and capability – The Contractor must submit the address of the place of residence in compliance with PWS. The Contractor must provide proof of ownership/control of the facility and proof of certificate of occupancy (or other type of state licensure). The

Contractor must provide the facility size, capacity, and confirm that it provides ADA access and supports homeless individuals with co-occurring disorders.

5. PERIOD OF PERFORMANCE

Period 1: Oct. 1, 2025 to Sep. 30, 2026

Period 2: Oct. 1, 2026 to Sep. 30, 2027

Period 3: Oct. 1, 2027 to Sep. 30, 2028

Period 4: Oct. 1, 2028 to Sep. 30, 2029

Period 5: Oct. 1, 2029 to Sep. 30, 2030

6. STAFFING PLAN

6.1. Contractor shall provide sufficient staffing to ensure 24/7/365 housing support services to Veteran residents of the Kearny Street Project.

6.2. Contactor shall provide at minimum three (3) contract staff available to provide housing support services 24/7/365. This includes one (1) staff person designated to monitor Veterans/visitors entering and exiting the building on the ground floor, one (1) staff person is designated to monitor the five upper residential floors, and an on-site HSS Supervisor. The staff persons shall address Veteran and building needs at all times. Contractor is responsible for ensuring sufficient staff during periods of high activity based on the needs of the Veterans in the property.

6.3. Contractor shall maintain sufficient staffing to meet the requirement and ensure that plans provide for back-up coverage when necessary. Employee breaks shall be covered at all times to assure appropriate oversight.

6.4. Vacation/Sick leave and absences shall be the responsibility of the contractor.

6.5. When staffing changes occur or whenever requested by VA, the Contractor shall provide staffing plan to

COR and/or Designee.

7. STAFF QUALIFICATIONS

7.1. Contractor staff shall have a general understanding of mental health and substance abuse signs and symptoms and basic counseling and communication skills.

7.2. Contractor staff shall hold at minimum a High School Diploma or General Education Diploma (GED). No specific license required.

7.3. Standard Personnel Testing (PPD, etc.) Contractor shall maintain proof of a negative reaction to

PPD testing for all contract staff. A negative chest radiographic report for active tuberculosis shall be provided in cases of positive PPD results. The PPD test shall be repeated annually.

7.4. National Provider Identification (NPI) Not required.

7.5. DEA (as required) Not required

7.6. Conflict of Interest: All contracted staff shall immediately inform the Contractor if they have had any type of relationship prior to the tenant residing in this building including the nature of the relationship. The contractor must inform the VA HUD-VASH Supervisor to determine the best course of action to avoid any issues and can even result in reassignment to another setting of the contractor's choice. The contracted staff shall maintain professional boundaries at all times. The contracted staff are not allowed to do favors for Veterans, borrow/lend money, provide or accept gifts, develop relationships that extend outside of the building, spend significant time with any particular Veteran unless for professional reasons. Contractor shall adhere to the rules listed under

Security in this document.

7.7. Citizenship Related Requirements

7.7.1. The Contractor certifies that the Contractor shall comply with any and all legal provisions contained in the Immigration and Nationality Act of 1952, As Amended; its related laws and regulations that are enforced by Homeland Security, Immigration and Customs Enforcement and the U.S

Department of Labor as these may relate to non-immigrant foreign nationals working under contract or subcontract for the Contractor while providing services to Department of Veterans

Affairs patient referrals;

7.7.2. While performing services for the Department of Veterans Affairs, the Contractor shall not knowingly employ, contract or subcontract with an illegal alien; foreign national non-immigrant who is in violation their status, as a result of their failure to maintain or comply with the terms and conditions of their admission into the United States. Additionally, the Contractor is required to comply with all "E Verify" requirements consistent with "Executive Order 12989" and any related pertinent Amendments, as well as applicable Federal Acquisition Regulations.

7.7.3. If the Contractor fails to comply with any requirements outlined in the preceding paragraphs or its Agency regulations, the Department of Veterans Affairs may, at its discretion, require that the foreign national who failed to maintain their legal status in the United States or otherwise failed to comply with the requirements of the laws administered by Homeland Security, Immigration and Customs Enforcement and the U.S Department of Labor, shall be prohibited from working at the Contractor's place of business that services Department of Veterans Affairs patient referrals; or other place where the Contractor provides services to veterans who have been referred by the Department of Veterans Affairs; and shall form the basis for termination of this contract for breach.

7.7.4. This certification concerns a matter within the jurisdiction of an agency of the United States and the making of a false, fictitious, or fraudulent certification may render the maker subject to prosecution under 18 U.S.C. 1001.

7.7.5. The Contractor agrees to obtain a similar certification from its subcontractors. The certification shall be made as part of the offerors response to the RFP using the subject attachment in

Section D of the solicitation document.

7.7.6. Annual Office of Inspector General (OIG) Statement: In accordance with HIPAA and the

Balanced Budget Act (BBA) of 1977, the Department of Health and Human Services (HHS) Office of Inspector General (OIG) has established a list of parties and entities excluded from Federal health care programs. Specifically, the listed parties and entities may not receive Federal Health

Care program payments due to fraud and/or abuse of the Medicare and Medicaid programs.

7.7.7. Therefore, Contractor shall review the HHS OIG List of Excluded Individuals/Entities on the HHS

OIG website to ensure that the proposed contract physician(s) are not listed. Contractor should note that any excluded individual or entity that submits a claim for reimbursement to a Federal health care program, or causes such a claim to be submitted, may be subject to a Civil Monetary

Penalty (CMP) for each item or service furnished during a period that the person was excluded and may also be subject to treble damages for the amount claimed for each item or service.

CMP's may also be imposed against the Contractor that employ or enter into contracts with excluded individuals to provide items or services to Federal program beneficiaries.

7.7.8. By submitting their proposal, the Contractor certifies that the HHS OIG List of Excluded

Individuals/Entities has been reviewed and that the Contractors are and/or firm is not listed as of the date the offer/bid was signed.

7.8. Non-Personal Healthcare Services: The parties agree that the Contractor and all contract staff shall not be considered VA employees for any purpose.

7.9. Inherent Government Functions: Contractor and Contract staff shall not perform inherently governmental functions. This includes, but is not limited to, determination of agency policy, determination of Federal program priorities for budget requests, direction and control of government employees (outside a clinical context), selection or non-selection of individuals for

Federal Government employment including the interviewing of individuals for employment, approval of position descriptions and performance standards for Federal employees, approving any contractual documents, approval of Federal licensing actions and inspections, and/or determination of budget policy, guidance, and strategy.

7.10. No Employee Status - The Contractor shall be responsible for protecting Contract staff furnishing services. To carry out this responsibility, the Contractor shall provide or certify that the following is provided for all their staff providing services under the resultant contract:

7.10.1. Workers' compensation

7.10.2. Professional liability insurance

7.10.3. Health examinations

7.10.4. Income tax withholding, and

7.10.5. Social security payments.

7.11. Contingency Plan: Due to the importance of continuity of services, the Contractor shall have a contingency plan in place to be utilized if the contract staff(s) leaves Contractor's employment or is unable to continue performance in accordance with the terms and conditions of the resulting contract.VA may request staffing contingency plan at any time.

7.12. Standards of Practice: Contractor shall be responsible for meeting or exceeding VA and Joint

Commission (or equivalent) standards.

7.13. Release of Information

7.13.1. The HSS staff will not have access to Veteran medical records. They will however know the

Veterans name and may have information about the functioning of the Veteran due to their contact and observations. The HSS shall also relay information to VA clinical staff regarding residents' behavior and issues verbally and in a log/shift written communication. This information shall be locked in a safe place and only the VA clinical staff and HSS staff will have access to this information. No information about the tenants is to be shared with other residents or anyone outside of the VA and HSS staff. Information that may need to be relayed in emergency situations is allowable and only information that is specific to the incident shall be disclosed.

7.8.1 The VA shall maintain control of releasing any patient medical information and will follow policies and standards as defined, but not limited to Privacy Act requirements. In the case of the VA authorizing the Contractor to release patient information, the Contractor in compliance with VA regulations, and at his/her own expense, shall use VA Form 3288, Request for and Consent to Release of Information from Individual's Records, to process

"Release of Information Requests." In addition, the Contractor shall be responsible for locating and forwarding records not kept at their facility. The VA's Release of Information

Section shall provide the Contractor with assistance in completing forms. Additionally, the

Contractor shall use VA Form 10-5345, Request for and Authorization to Release Medical

Records or Health Information, when releasing records protected by 38 U.S.C. 7332.

Treatment and release records shall include the patient's consent form. Completed Release of Information requests will be forwarded to the VA Privacy Officer.

7.9 HIPAA: This contract and its requirements meet the exception in 45 CFR 164.502(e), and therefore does not require a Business Associate Agreement (BAA) in order for Covered Entity to disclose Protected Health Information to: a health care provider for treatment. Based on this exception, a BAA is not required for this contract. Treatment and administrative patient records generated by this contract or provided to the Contractors by the VA are covered by the VA system of records entitled 'Patient Medical Records-VA' (24VA19). Contractor generated VA Patient records are the property of the VA and shall not be accessed, released, transferred, or destroyed except in accordance with applicable laws and regulations. Contractor shall ensure that all records pertaining to medical care and services are available for immediate transmission when requested by the VA. Records identified for review, audit, or evaluation by VA representatives and authorized federal and state officials, shall be accessed on-site during normal business hours or mailed by the Contractor at his expense. Contractor shall deliver all final patient records, correspondence, and notes to the

VA within twenty-one (21) calendar days after the contract expiration date.

8. CONRACTOR RESPONSIBILITIES

8.1. Contractor shall provide on-site housing support staff that will provide site coverage 24 hours a day, seven days a week, 365 days per year.

8.2. Contractor shall provide coverage of the building entrance, community spaces and hallways as a means to outreach and engage building tenants.

8.3. Contractor shall be required to perform the following tasks: assuring visitors are appropriately screened observing and reporting any safety and behavior issues to VA staff.

8.4. Daily Veteran Wellness Check

8.4.1. Contractor shall maintain a Daily Veteran Wellness Check Record (i.e., Log Book); If Veteran is not seen in three days, contractor staff shall follow the steps indicated below in 8.3.2.

8.4.2. A daily Veteran wellness check includes the following:

8.4.2.1. Contractor is responsible for reviewing the list of Veterans not seen in three days and calling the Veterans’ unit phones to see if wellness check is indicated; any successful phone call with Veteran will remove the need for that wellness check.

8.4.2.2. Contractor must complete the wellness checks every day for any Veterans unseen in three days for whom they could not establish contact on the phone. Whenever the VA team is onsite, someone from the VA team will accompany contractor on the wellness checks. VA staff are unable to complete wellness checks without Contractor as VA does not and cannot have access to property management master key.

8.4.2.3. Contractor is responsible for knocking on the doors of all Veterans not seen in three days and keying into these units if there is no response. Wellness check should determine if

Veteran is in the unit and if emergency services are needed for any Veteran in unit who did not respond to the phone call and knock on the door. Contractor is responsible for contacting emergency services whenever indicated.

8.4.2.4. Upon completion of all necessary wellness checks on a given day, Contractor will summarize wellness checks results in daily emails that will be sent to Contractor staff and onsite VA team.

8.5. Contractor shall assure any safety issues are addressed and logged for follow-up with the Property

Manager and designated VA Social Work Staff.

8.6. Contractor shall maintain pertinent logs for Veteran identification and room numbers.

8.7. Contractor shall be familiar with all building residents and resident floor assignments.

8.8. Critical Incident Reporting

8.8.1. Contractor shall notify VA staff of any critical incidents occurring with Veterans within one (1) working hour of being aware of the incident during regular business hours. Contractor will complete a written incident report within eight (8) working hours of notification. During evening and overnight shifts, Contractor will complete a written incident report due by 8am on the morning following the evening and overnight shift. Critical incidents occurring on weekends and federal holidays, the Contractor will complete a written incident report due by 8am on the morning following the weekends or federal holiday.

8.8.2. Critical Incidents include but are not limited to: death, fire, drug / police raid, suicide / suicide attempt, 911 call (police / fire dept. / paramedics / other), severe medical illness / emergency, severe psychiatric illness / emergency, sexual assault, act of violence by Veteran against other(s), abusive behavior by Veteran against staff, act of violence by other(s) against Veteran, abusive behavior by staff against veteran, accident, medication problems or adverse drug reactions, or other untoward events.

8.9. Contractor shall provide coverage of the entrance, community spaces and hallways as a means to interact with and outreach to building tenants.

8.10. Contractor shall engage residents following a Harm Reduction model at all times. Services offered shall be voluntary.

8.11. Contractor staff shall use effective communication and de-escalation skills as needed. \Contractor staff shall work in conjunction with VA clinical staff and follow the resident’s VA treatment plan to support recovery and life skills.

8.12. Contractor shall post and disseminate building and community resources.

8.13. Contractor shall establish monthly community meetings for the tenants.

8.14. Contractor shall provide HSS staff to support Veteran integration into their personal independent housing units and building and invite Veterans to access services offered.

8.15. Contractor shall explain community rules to Veterans new to the building. Contractor staff will assist

Veterans integrating into the building and review supports offered through the HUD-VASH program.

8.16. Contractor shall be courteous and helpful to the residents and the on-site staff at all times.

8.17. Contractor shall make contact with agencies for emergency situations including 911, fire department etc.

8.18. Contractor shall maintain mandatory sign-in and sign-out sheets for visitors and other related required documentation.

8.19. Contractor shall complete written reports to VA as requested by VA.

8.20. Contractor shall look for suspicious or unauthorized persons, and maintain all building rules and expectations, including the guest policy and emergency response policy.

8.21. Contractor shall maintain a clean and organized work area, lobby area, and keeps front door area free of any debris or hazards.

8.22. Contractor shall answer and direct incoming phone calls, takes written messages and forwards to appropriate parties.

8.23. Contractor shall meet periodically Monday through Friday excluding Federal Holidays with the assigned

VA clinical staff to review issues with the Veterans. Weekly huddles typically occur on Mondays and

Thursdays (federal holidays excluded) and a Case Coordination meeting is held the 1st and 3rd Tuesday of the month. Meetings schedule is subject to change.

8.24. Contractor shall assure the safety of the tenants is maintained at all times, including tidying lobby, managing the check in/out of community items.

8.25. Contractor shall manage checking in and out of community items, such as community television remote control.

8.26. Cancelling/Rescheduling: Unless a state of emergency has been declared, the Contractor shall be responsible for providing services.

9. DEFINITIONS

CoC Continuum of Care-a federal Homeless Assistance Grant Program, also known as McKinney-Vento

DBI Department of Building Inspection

DHS San Francisco Department of Human Services, a division of HAS

DPH Department of Public Health

HSA Human Services Agency, City and County of San Francisco

HUD U.S. Department of Housing and Urban Development

MOU Memorandum of Understanding

SFFD San Francisco Fire Department

SFHA San Francisco Housing Authority

Supportive Housing Permanent housing where rent is subsidized, and a range of supportive services are provided on site. Tenants are formerly homeless with a variety of disabilities such as mental health, substance use, medical issues and physical limitations. Tenants pay a percentage of their income towards rent.

Tenant Any individual who is a legal resident in the building and units covered by this grant.

VA U.S. Department of Veterans Affairs

VASH Veterans Affairs Supportive Housing