36C26220R0041-013.docx

5 PAGE 1 OF 94

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.

DUNS:

DUNS+4:

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. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C26220R0041 12/04/2019

Rafael Cervantes 562-766-2281 01/06/2019

1:00pm PST 36C262 Department of Veterans Affairs Network Contracting Office 22 4811 Airport Plaza Drive Suite 600 Long Beach CA 90815

X

623220 $15 Million

N/A

TBA

36C262 Department of Veterans Affairs Network Contracting Office 22 4811 Airport Plaza Drive Suite 600 Long Beach CA 90815

HCHV Emergency Residential Care Program

VA Greater Los Angeles Health Care System (VAGLAHS)

Please see the Schedule of Service and Price

Department of Veterans Affairs Financial Services Center P.O. Box 149971

Austin TX 78714-9971

See CONTINUATION Page HCHV Emergency Residential Care Program

VA Greater Los Angeles Healthcare System (VAGLAHS)

Please see Schedule of Service and Price

See CONTINUATION Page

Don Weerasinghe Contracting Officer

Table of Contents

B.4 PERFORMANCE WOR STATEMENT………………………………………..….………………...……………………

ATTACHMENT I: Coordinated Entry System Packet –………………….…………………………………………………66

36C26220R0041

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

(continuation from Standard Form 1449, block 18A.)

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Department of Veterans Affairs, Network Contracting Office -22 Don Weerasinghe, Contracting Officer 4811 Airport Plaza Drive Suite 600, Long Beach, CA 90815 Telephone number: 562-766-2240 Email: Don.Weerasinghe@va.gov

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with (IAW) Federal Acquisition Regulation (FAR):

3. INVOICES: Invoices shall be submitted in arrears:

[X] Monthly

c. Other

a. Quarterly

b. Semi-Annually

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.

· Tungsten e-Invoice Setup Information: 1-877-489-6135

· Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

· FSC e-Invoice Contact Information: 1-877-353-9791

· FSC e-Invoice email: vafsccshd@va.gov VA’s Electronic Invoice Presentment and Payment System:

(See Web site at and submit invoices to: www.OB10.com (TUNGSTEN NETWORK) Register at: 877-752-0900 (Option #2)

5. ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation 36C26220R0041 numbered and dated as follows:

B.2 NOTIFICATION TO OFFERORS

1. Authority: This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Part 12, “Acquisition of Commercial Items” and FAR Part 13, "Simplified Acquisition Procedures,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; 36C26220R0041 is being requested, and a written solicitation document will not be issued.

2. This solicitation is a "request for proposals (RFP),". The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2019-01.

3. The VA Greater Los Angeles Healthcare System (VAGLAHS) at 11301 Wilshire Blvd., Los Angeles, CA 90073 is seeking to rapidly stabilize Veterans’ medical, mental health, substance abuse and other psychosocial problems by partnering with one (1) Contractor to assist with provisions of emergency residential care and supportive services through the Health Care for Homeless Veterans (HCHV) model in the Veterans Affairs Greater Los Angeles Healthcare System (VAGLAHS).

4. The VA’s requirement is to place 30 Veterans in a community-based Contracted Emergency Residential Services (CERS) facilities offering a safe and secure environment that supports their goals for recovery from homelessness. The Contractor shall provide safe housing for up to five (5) female Veterans at any given time, based on the needs of the community. The Contractor is required to propose a facility that will be capable of allocating a maximum of 30 beds per day to Veteran patients. The facility is expected to accommodate up to 30 Veterans. VA and Contractor may mutually agree to assign Veterans, up to a maximum of 30 Veterans, to the Contractor’s facility, at the same price per bed per day currently in effect as shown in the Price Schedule. Offeror shall state in their proposal, at the time of proposal submission, how many veterans they can accommodate at one time and state the address of the proposed facility. Failure to provide address of the proposed facility at the time of proposal submission will result in the proposing contractor to be removed from consideration for award.

5. It is the Government’s intent to make an indefinite delivery/indefinite quantity (IDIQ) award in response to this solicitation. However, the Government reserves the right to make multiple IDIQ awards if it determines it is in the Government’s best interest to do so.

6. Offerors shall complete and return all information designated in the enclosed FAR clause 52.212-1, Instructions to Offerors – Commercial Items, paragraph (b) Submission of offers, and the Addendum to FAR clause 52.212- 1, prior to the time specified in block 8 of standard form (SF) 1449 to be considered for award. Offerors shall also respond to each evaluation factor listed in the enclosed FAR clause 52.212-2, Evaluation—Commercial Items. Failure to do so may preclude the offeror from consideration for award.

7. TECHNICAL INQUIRES: Direct all technical inquiries via email to the Administrative Contract Specialist (CS), Rafael Cervantes at rafael.cervantes@va.gov not later than 12/12/2019 1:00 PM (PST). An amendment will be posted to fbohome.sam.gov to address any questions received on or about 12/19/2019. The Contractor shall acknowledge an amendment in section 5 above.

8. DUNS NUMBER: Provide the Dun and Bradstreet Number assigned to your business in the space provided below; (refer to FAR provision 52.212-1, Instructions to Offerors – Commercial Items):

8.1.

9. Post-Award Teleconference. The awarded Contractor(s) shall participate in a post-award orientation teleconference to review the contract requirements, start-up plan, and other contract management procedures.

B.3 SCHEDULE OF SERVICES AND PRICE

This is an indefinite delivery, indefinite quantity, (IDIQ) fixed-price contract. Prices in this schedule represent an all-inclusive rate including labor, incidental costs, overhead, and insurance premium payments for applicable insurance coverage. Costs not incorporated into the contractor’s price will not be reimbursed by the Government.

The guaranteed minimum amount for this contact is $5,000.00. The maximum aggregate value of the orders that can be placed under this contract is $7,000,000.00. The Government does not guarantee that it will place any orders under this contract in excess of the guaranteed minimum amount.

**The previous option year pricing will apply to any extension pursuant to FAR 52.217-8 Each Contract Year is based on a 12 months calendar year.** Base Year:

Period of Performance Months 1-12 (Actual dates TBD)

ITEM

NO.

Quantity

Estimated Base Year Amount

Option Year I:

ITEM

Quantity

Estimated Option Year I Amount

Option Year II:

ITEM

Quantity

Estimated Option Year II Amount

Option Year III:

ITEM

Quantity

Estimated Option Year III Amount

Option Year IV:

ITEM

Quantity

Estimated Option Year IV Amount

B.4 PERFORMANCE WORK STATEMENT

Health Care for Homeless Veterans (HCHV) Contracted Emergency Residential Services (CERS) Performance Work Statement

1. BACKGROUND AND OVERVIEW.

The VA has been providing direct and specialized services for homeless Veterans for nearly 25 years. The Secretary of the VA has set a zero-tolerance policy for homelessness within the Veteran population. As part of the Plan to End Homelessness among Veterans announced in late 2009, the Veterans Health Administration (VHA) has been increasing both capacity of existing programs and services offered to program participants. The plan calls for utilizing new models of care not previously offered by VA.

The Department of Veterans Affairs’ (VA) Plan to End Homelessness Among Veterans calls for enhancing current homeless service capacity as well as developing new programs and initiatives in concert with community and federal partners. The intent of this contract is for the VAGLAHS, HCHV program, to engage a community provider to offer homeless Veterans services, by providing housing and supportive services to thirty (30) homeless Veterans in community-based CERS facilities. The Contractor shall provide safe housing for up to five (5) female Veterans at any given time, based on the needs of the community. The Contractor shall offer a safe and secure environment that supports Veterans goals for recovery from homelessness. The priority service location shall be performed at the Contractor’s facility within five (5) miles from the VAGLAHS. The Contractor will be required to provide a low-barrier therapeutic and rehabilitative milieu and attendance services targeting the underlying factors contributing to homelessness. The Contractor will not be required to provide detoxification or other hospital level treatment. This model of HCHV Residential Care will offer services to homeless Veterans enhanced by the services as defined in the Tasks and Deliverables.

The goal of this specific HCHV program, contracted Emergency Residential Care Program, is to rapidly stabilize Veterans’ medical, mental health, substance abuse and other psychosocial problems to assist with placing Veterans into permanent housing within less than 90 days but no more than 180 days; however, extensions may be approved at the VA’s discretion. VA intends to engage a Contractor to provide rapid placement of Veterans in a safe, supportive, residential setting while addressing Veterans’ complex needs through on-site supportive case management services.

To be eligible for the HCHV contracted Emergency Residential Care Program, Veterans must meet the following criteria:

· Be eligible for VA health care as determined by the local VA medical center.

· Be determined to be homeless based on McKinney-Vento Act definitions (see Reference section for additional information) by the local VA medical center HCHV program.

Veterans are referred to the Contractor based on a demonstrated need for case management and supportive service to stabilize their mental health, substance abuse, medical and/or other co-occurring serious psychosocial issues in order to secure permanent housing as quickly as possible. Veterans may access transitional housing programs directly and through referrals in the community.

A VA Liaison to the Contractor will be identified by the homeless program leadership at the VAGLAHS. They will act as the clinical liaison for all client-related issues between the Contractor and the West Los Angeles (WLA) VA homeless team. She/he will provide clinical oversight. She/he will not provide direct clinical supervision.

Contractor shall have general liability insurance coverage of $5 Million to $10 Million to cover employee malfeasance.

2. PERIOD OF PERFORMANCE. The period of performance for this contract shall be for a Base Year plus four (4) Option Years.

3. CONTRACT TYPE. Firm Fixed Price Indefinite Delivery/Indefinite Quantity.

4. PLACE OF PERFORMANCE. The Offerors facility where services are to be provided shall be within five (5) miles from the VAGLAHS. Government furnished workspace will not be provided for this effort. However, the Contractor will be required to attend frequent meetings and planning sessions at the VAGLAHS medical center located at 11301 Wilshire Blvd., Los Angeles, CA 90073.

5. CONTRACT AWARD MEETING. The Contractor shall not commence performance on the tasks in the Performance Work Statement until the Contracting Officer or representative has conducted a kick-off meeting or has advised the Contractor that a kick-off meeting is waived.

6. GOVERNMENT FURNISHED PROPERTY. Government furnished property will not be provided to the Contractor. All equipment required by the Contractor will be provided at their expense.

A. METHOD OF INSPECTION AND ACCEPTANCE: The Contracting Officer’s Representative (COR) will evaluate all deliverables submitted. The COR is responsible for certifying invoices for payment only for deliverables received and deemed acceptable by the COR. The COR will request VA training completion certificates as needed and will approve resumes for clinical staff providing direct patient care to Veterans.

7. IMPLEMENTATION TIMELINE.

The contract facility and associated onsite services must pass inspection by VA staff and become fully operational within 30 days from the date of contract award.

Contractor shall demonstrate successful completion of the following tasks, validated by VA inspection prior to receiving Veteran referrals and invoicing for payment:

Contractor acknowledges that failure to pass inspection by VA staff within 30 days from the date of contract award will be a material breach of the terms of this contract and may result in the contract being terminated for cause in accordance with FAR 52.212-4(m) – Termination for Cause.

8. TASKS & DELIVERABLES.

I. Transitional Housing Facilities and Management

A. Contractor shall have site control of the housing facility through ownership or valid lease.

B. Contractor is required to ensure that the facility used for this contract meets fire and safety code imposed by the State law, and the Life Safety Code of the National Fire and Protection Association. It is important to note that typically the Life Safety Code is more stringent than local or state codes. No additional funds will be made available for capital improvements under this contract. Applicants also should note that all facilities, unless they are specifically exempted under the Life Safety Code, are required to have an operational sprinkler system. VA will conduct an inspection that Contractor sites must pass prior to Contractors being able to submit a request for per diem payment to ensure this requirement is met.

C. Contractor shall ensure that the facility used for this contract meets the Americans with Disabilities Act (ADA) guidelines for accessible accommodations for Veterans with physical limitations or impairments. This is also referred to as “Architectural Barriers Act compliant.” Contractor shall bear all costs associated with ensuring compliance with this requirement; no additional funds will be made available by VA for capital improvements under this contract. Veterans must not be segregated from the rest of the facility due to physical disability; they must have full access to the physical plant as well as the services and supports at the facility. Should a Veteran be referred to the Contractor in need of ADA-compliant bed and there is not one available, the Contractor shall refer the Veteran in need to an alternate location [see ATTACHMENT A - Americans With Disabilities Act, for additional information].

D. Contractor facility shall be licensed as required for the particular setting under State or Federal authority, and shall meet all applicable local, state, and Federal requirements concerning licensing and health codes. Contractor must provide copies of valid licenses to the VA at the time of pre- award inspection and during annual inspection reviews. Where applicable, the facility must have a current occupancy permit issued by the authority having jurisdiction.

E. The Contractor providing housing and supportive services to male and female Veterans and specialized populations as listed under this contract is required to ensure the safety and privacy of these Veterans.

F. The Contractor providing housing and supportive services to female Veterans under this contract is required to ensure the safety and privacy of these Veterans. Men and women must have separate bathroom facilities. The facility must have female residential rooms or sections that are securely segregated or restricted from men to ensure safety and privacy. If the facility cannot accommodate both male and female Veterans at one location, the provider must make available equivalent facilities and services for the opposite gender that meet the terms of the contract for facilities and services.

G. Contractor must provide a safe and sober environment for all residents. The Contractor must have written policies and procedures in place that address the following concerns and situations:

a. Acceptance of treatment cannot be a condition of admission or continued stay.

b. Abstinence from alcohol or drugs cannot be a condition of treatment or continued stay.

c. Infractions of rules should be used as opportunities for engagement.

d. On-site contraband, weapons, drug or alcohol related paraphernalia (i.e., found alcohol, drugs, drug “works”, etc.)

e. Contraband disposal.

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

g. Room inspections, including methods and frequency.

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

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

j. 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.

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.

H. House rules and expectations should be kept to a minimum, be simple, and should focus on safety of the residents. Residents will not be discharged for the use of alcohol or drugs. Maintaining housing stability will be the primary goal for each resident. To provide for the safety of the residents, the Contractor must have written policies and procedures in place that clearly indicate the following are prohibited:

a. Dealing or use of illicit drugs at the facility and/or on VA grounds.

b. Buying or selling of alcohol or drugs in the facility

c. Sexual activity between residents

d. Violence or threat of violence by residents at the facility

It is required that staff at the facility must stay continuously engaged with the residents. Policies and procedures should reflect that:

a. Regular room checks should occur with a strong focus on maintaining a safe environment that promotes the well-being of all residents. Increased room checks and safety planning for Veterans determined to be high-risk is required with supporting documentation.

b. Staff is trained in providing flexible, respectful responses to infractions of rules.

c. Homeless Veterans will not be discharged for drinking, use of drugs, non-compliance with prescribed medication or infractions of house rules that do not constitute a risk to their personal safety or the safety of the facility residents or staff.

I. Contractor must provide the following to Veterans referred and admitted to the HCHV contracted Emergency Residential Care facility:

a. Contractor shall provide furniture that includes: beds, storage for belongings, chairs, and tables.

b. A designated bed that is used exclusively by the individual Veteran from the time of admission to the time of discharge. This bed must be situated in a room that affords the Veteran safety, privacy and security.

c. Linens such as sheets, towels, blankets, and pillows will be provided by the Contractor.

d. Contractor shall provide toiletries such as soap, toothbrush, toothpaste, towels, and washcloths.

e. A safe and secure place for each Veteran to store his/her belongings that is readily accessible to the Veteran (such as a locking closet, a locking armoire, a locker, etc.).

f. Laundry facilities for Veterans to do their own laundry, including laundry detergent.

g. Contractor must have access to an off-site laundry service to bring in clean laundry and provide a weekly linen exchange.

J. Contractor must provide a clean and comfortable environment of care that meets the following conditions:

a. It is the Contractor’s responsibility to maintain a clean and comfortable environment of care that meets these conditions.

b. Contractor must provide appetizing, nutritionally-adequate meals three times per day in a setting that encourages social interaction. Nutritious snacks between meals and at bedtime must be available for those requiring or desiring additional food, when it is not medically contraindicated. All food must be stored, handled and served in a safe and sanitary manner that meets accepted industry standards and guidelines. The VA has particular concern for chronically homeless Veterans, many of whom are either undernourished or have developed poor eating habits or both, because of chronic medical, mental health or substance abuse disorders. A VA dietitian will assess printed menus as well as Veterans’ satisfaction with meals and the actual consumption of food offered in determining the Contractor’s success in meeting this requirement during annual facility inspection or at any point during the contract period.

c. Contractor shall allow VA staff to inspect that facility and/or review Veteran participant treatment protocols at any time determined necessary by VA.

d. Contractor must manage the day to day cleanliness operations of the entire facility and ensure that the space inside and outside the facility is kept clean and neat.

K. The Contractor shall provide designated onsite office space and parking to an authorized VA staff member from the WLA VA Medical Center. The office space must afford the authorized VA staff member and Veterans privacy and confidentiality when meeting. The authorized VA staff member is expected to be onsite at the Contractor facility two (2) to five (5) days per week in keeping with VA HCHV program expectations.

II. Staffing and Supportive Services A. The Contractor shall employ sufficient professional health care personnel to carry out the policies, responsibilities, and programs of the facility 24 hours per day, seven days per week, 365 days per year including weekends and all state and federal holidays. In contract housing, there must be, as a minimum:

a. A full-time administrative staff member on site or residing at the residence (40 hours/week) and available for emergencies 24 hours a day, 7 days a week, including Federal and State Holidays. Note: security staff alone, whether employed directly by the Contractor or Sub-Contracted by the Contractor, is not sufficient to meet this requirement.

b. A Director of the program and/or facility on call and available for emergencies 24 hours a day, 7 days a week including Federal and State Holidays. The program Director or their designee shall have a bachelor’s Degree in any field and at least one-year (1) experience providing oversight of a residential homeless facility. The Program Director or their designee shall provide oversight of the following functions:

i. Provide clerical oversight of the program management

ii. Complete and submit daily bed counts

iii. Provide supervision of Veteran Service Worker Staff and their Monitoring duties

iv. Respond to referrals and update reports to VA when needed.

v. Coordinate with VA regarding annual inspections and follow up with inspection results.

vi. Complete and submit monthly invoices

vii. Submit incident reports to VA

viii. Meet with VA Liaison at a minimum on a monthly basis and as warranted.

c. A Clinical Supervisor shall be licensed by the state of California as a Licensed Clinical Social Worker, Licensed Marriage & Family Therapist, Psychologist, or Licensed Professional Clinical Counselor and have at least one-year (1) of experience as a Clinical Supervisor of a residential homeless facility. The Clinical Supervisor shall be located onsite 40 hours per week to provide ongoing supervision of cases to case management personnel. The Clinical Supervisor shall meet with VA Liaison at a minimum, monthly and as warranted. The clinical supervisor shall be on call and available for emergencies 24 hours a day, 7 days a week, including Federal and State Holidays.

d. Sufficient case management personnel to provide the necessary therapeutic interventions and activities and to ensure a meaningful integration of these efforts with those provided in the residential setting. Case managers must have training and experience working with homeless individuals with chronic medical, mental health and substance abuse problems and be able to assess and anticipate crisis while implementing de-escalation techniques as needed. Must have bachelor’s Degree in a social service field. If degree is in another field, equivalent case management experience will be acceptable at the discretion of the COR. Each Veteran must have an assigned case manager responsible for coordinating and providing the supportive services specified in the contract. The case manager to Veteran ratio shall be 1:15, unless consideration is given by the VA in writing due to the unique staffing characteristics of the contract. The clinical supervisor and program director may not be used to fill this position in lieu of case management staff. Case Management staff are expected to work hours in which Veterans are present and case management services are most conducive to Veteran care needs. Typically, case management staff would provide services before 8pm unless otherwise evaluated and assessed as appropriate by VA COR, VA Liaison, or Transitional Housing Coordinator in writing.

e. Veteran Service Worker: 2 staff on-site, 24 hours a day, 7 days a week with a minimum of a high school diploma and experience working with homeless and/or substance abuse populations. When serving as in VSW capacity to fulfil 2 VSW minimum, VSW shall not be used to fill any other position in this contract other than their identified VSW role.

f. Security staff shall be onsite 24 hours a day, 7 days a week, 365 days a year to include after hours, weekends, and state and federal holidays. Security staff shall roam the interior and the exterior of the facility on an hourly basis.

g. All technical and professional staff shall be certified in Basic Life Support (BLS). American Heart Association preferred.

h. Peer Support Specialist positions are highly encouraged to support the recovery model of care within the contract. At minimum, Peer Support Specialists should have a valid and current state Peer Support Certification.

Please note that no one (1) identified staff member can work in two distinct positions listed above at the same time for this contract. Staff may cover each other and support a team model of care (never covering a position higher than their qualifications allow), however full-time employment in two positions is not allowed. Each staff position must be accounted for independently of other staff positions.

The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest. The Contractor shall not employ any person who is an employee of the VA, unless such person seeks and receives approval in accordance with VA regulations. Nor shall the Contractor employ any person who, as a member would create a conflict of interest or the appearance of a conflict of interest, particularly with regard to influencing the contract negotiations or terms of the contract. In any such case, VA must review the matter and give its approval in accordance with agency ethics and rules.

The Contractor shall designate one employee who shall be responsible for the performance of the work under the resulting contract. The Contractor liaison shall have full authority to act for the Contractor on all matters relating to the daily operation of the resulting contract. The Contractor liaison may be personnel performing under the resulting contract. An alternate may be designated, but the Contractor shall identify, in writing, those times when the alternate shall act as the liaison.

a) Contractor Liaison:

b) Phone:

c) Email:

B. Training that Contract Provider shall ensure that their employees receive:

· Motivational Interviewing

· Critical Time Intervention

· Stages of Change

· Crisis Intervention

· Cultural sensitivity

· Sexual Harassment

· Sensitivity to wider issues of homelessness

· Universal Precautions (disease transmission prevention)

· Adult abuse/neglect reporting laws

· Harm Reduction philosophy

· Suicide Prevention

· Medication Monitoring

· State and Federal Fair Housing Law & ADA Requirements

· Conflict resolution

· Customer Service

· Professional Boundaries

· Countertransference

· Severe Mental Illness and Psychopathology

· De-escalation Techniques

· Conservatorship

· Grave Disability Criteria

· Housing First

· Substance Abuse Treatment Options

C. All identified contract staff shall be required to complete a case management training course prior to commencement of the contract. For contract staff hired after this training, it is the responsibility of the Contractor to ensure that all staff have been trained on housing-first, case-management principles and demonstrate an effective team model approach.

D. Contractor staff must complete the following Talent Management System (TMS) online trainings before the commencement of work on the contract:

a. VA Privacy and Information Security Awareness and Rules of Behavior (VA31167)

E. Contractor staff must maintain professional boundaries with the Veteran at all times while conveying an attitude of genuine concern and caring.

F. 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 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.

G. The Contractor shall comply with the VA patient’s Bill of Rights as set forth 38 CRF17.33 Patient’s Rights. 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:

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

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

iii. Conducting ongoing training of staff about maintaining client privacy and confidentiality in all verbal and written communications and interactions.

iv. 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.

H. Contractors must communicate policies and procedures to Veteran residents both verbally and in writing in a manner that is understandable to each Veteran upon admission to the facility, ideally in the form of a written resident handbook that is verbally reviewed by the assigned case manager with the Veteran. This communication must be documented in the Veteran’s client record.

I. The Contractor shall provide, at minimum, the following case management services to Veterans in the program:

a. Engagement of the Veteran in the service planning process. Contractor shall carry responsibility for interviewing, counseling and case managing identified Veterans by conducting psychosocial assessments to identify treatment needs which affect the Veterans’ adjustment to their environment and establish treatment goals. Initial assessment will be completed within one (1) week of admission.

b. A thorough written Individualized Service Plan (ISP) shall be developed within one (1) week of admission for each Veteran. This will include structured case management, at a minimum, weekly meetings including: counseling on self-care skills, adaptive coping skills, financial planning, permanent housing search, written care plan, and referrals for financial benefits. Additional counseling may include professional and vocational rehabilitation counseling in collaboration with VA programs and community resources.

c. Contractor shall assess during case management sessions the psychosocial and environmental needs or dysfunction secondary to or exacerbating the social, substance or psychiatric problems, which might contribute to Veterans’ readjustment challenges in the community. Contractor establishes and maintains an intensive therapeutic relationship with the Veteran, staff, and community programs/agencies, and is responsible for formulating case-management treatment goals and plans that address identified needs, stressors and problems.

d. Contractor shall conduct high-risk screening, psychosocial assessment and treatment planning, actively involving the Veteran and their family or significant others, in coordination with the team members. Specifically, Contractor shall:

(1) Complete a written individual service plan within the first week of program admission and signed by the Contractor, the Veteran, and the VA Liaison

(2) Review plans at minimum every thirty (30) days thereafter in a clinical meeting with the Veteran. Updated plans must be communicated to the VA Liaison during the monthly case conferencing at a minimum

(3) Make changes in plans in consultation with the Veteran.

(4) Screen each Veteran for suicidal and homicidal risk with each contact at a minimum of weekly during case management sessions. This screening must be documented in regular progress notes in the Contractor’s clinical service records. If the Veteran is a danger to him/herself or others Contractor shall take immediate steps to provide appropriate intervention. Crisis management will be conducted in consultation and coordination with the VA Liaison.

(5) Coordinate with VA Liaison during weekly case conferences regarding updates and changes in Veterans’ care plans to foster a collaborative relationship with the VAMC and Contractor in meeting Veterans’ needs. Case conferencing may be done in person or by telephonic conference calls as determined by the VA medical center.

(6) Obtain relevant Releases of Information to communicate and coordinate Veterans’ treatment with VA and other community-based service providers.

(7) Work in close collaboration with the VA Liaison to ensure Veterans’ connections to needed VA medical, mental health, and substance abuse treatment and care.

(8) Contractor shall take primary responsibility for assisting Veterans in completing housing applications and other benefits paperwork as needed. Contractor shall assist Veterans in obtaining the needed documentation required for complete applications including but not limited to, birth certificates, driver’s license, income verification and any additional information required by housing resources and potential income supports.

(9) Contractor shall accompany Veterans to housing interviews, medical appointments, and other appointments as clinically indicated while working with Veterans to foster independence and a sense of self-determination.

(10) Contractor shall provide transportation for Veterans to attend appointments at the VA, potential housing placements, benefits agencies, meetings with landlords, etc. Transportation may include assistance in obtaining Metrocards, bus fare, or local subsidized transportation services such as Access, etc.

J. The Contractor shall provide the following onsite therapeutic and rehabilitative services including:

a. A variety of daily structured groups and activities to promote social skills building and healthy lifestyle (i.e., resident participation in psychosocial group sessions, topics based upon resident preference and recommendations by the residential treatment setting staff and VA Liaison; physical activities; facilitated outings or social activities in the local community). Daily activity schedules must be printed and posted in facility common areas to ensure Veteran awareness and promote participation.

b. Health and personal hygiene maintenance.

c. Monitoring of medications, if necessary.

d. Supportive social services, in collaboration with the case managers, VA or other community resources; Supportive services include, but are not limited to: collaboration with accessing VA and/or other community benefits such as general relief and social security, helping link veterans to accessing ID cards if necessary, linkages to requested support groups in the community such as AA, NA, outpatient medical and mental health services.

e. Professional counseling as required, including emphasis on self-care skills, adaptive coping skills, vocational counseling, in collaboration with the VA Liaison or community resources as appropriate.

f. Opportunities for immediate learning and/or development of responsible living with a goal of achieving a more adaptive level of psychosocial functioning.

g. Support for an alcohol and/or drug-free lifestyle.

h. Opportunities for learning, and internalizing knowledge of the illness and/or recovery process; improving social skills; and improving personal relationships.

i. Opportunities for client participation in community activities, volunteer opportunities, local consumer services, etc.

K. Contractor shall verbally notify VA through the VA Liaison at the local VA medical center of any negative incident occurring with a Veteran immediately, but no later than one hour from the time of the contract staff learning of the incident. Contractor will complete a written incident report within 24 hours of notification. On weekends and holidays, this notification will be sent to the Transitional Housing Coordinator, VA Hospital Administrator on Duty (AOD) and/or HCHV VA Liaison. Incidents include but are not limited to: death; fire; drug / police raid; suicide / suicide attempt; 911 call (police / fire dept. / paramedics / other); drug overdose; 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. Contractor will follow the CERS Incident Reporting Policy. [See ATTACHMENT C - Incident Report Form.]

L. In the event a Veteran residing in the HCHV program under this contract dies, the Contractor will promptly notify the VA Liaison authorizing admission and immediately assemble, inventory, and safeguard the Veteran’s personal effects. The funds, deposits, and effects left by Veterans upon the premises of the facility shall be delivered by the director or manager of the facility to the person or persons entitled thereto under the laws currently governing the facility for making disposition of funds and effects left by Veterans unless the beneficiary died without leaving a will, heirs, or next of kin capable of inheriting. When disposition has been made, the itemized inventory with a notation as to the disposition has been made, they will be immediately forwarded to the VA Liaison. Property and funds wherever located vests in and becomes property of the United States in trust. In these cases, the facility will forward an inventory of any such property and funds in its possession to the appropriate VA office and will hold them (except articles of clothing necessary for proper burial) under safeguard until instructions are received from the VA concerning disposition.

III. SUBSTITUTION OF PERSONNEL

A. The Contractor shall utilize the personnel named in its quotation/proposal to perform the services required under this contract. In the event that any of the personnel named in the quotation are unable to perform the duties of this task order, for any reason such as death, illness, or resignation from the Contractor’s employ, the Contractor shall promptly submit (within 3 business days) to the Contracting Officer and COR, in writing, a detailed explanation of the circumstances necessitating the substitution. The Contractor shall submit a completed Contractor Change email to the COR and HCHV Liaison to include: the reason for the request, a resume for the proposed substitute, and any other information that may be needed to approve or disapprove the proposed substitution. Any substitution of personnel will occur without any increase to the contract price and without delay in the performance or delivery of services to the Government.

B. The Government shall have the right to require replacement of any Contractor or Sub-Contractor employee assigned to work on this contract, if the employee is determined not to possess the experience or ability required under the contract, or if said employee is for any other reason found to be unsuitable to perform the work required by the contract. The replacement must meet the Support Personnel requirements stated in the Request for Proposal (RFP). Any substitution of personnel will occur without any increase to the contract price and without delay in the performance or delivery of services to the Government.

C. Complaints concerning Contractor personnel’s conduct with Government employees or Veteran residents will be dealt with by the Contractor and COR. The Contracting Officer is the final authority on validating complaints. In the event that Contractor personnel are involved and named in a validated complaint, the Government reserves the right to refuse acceptance of the services of such personnel. This does not preclude refusal in the event of incidents involving physical or verbal abuse.