36C26220R0078-012.pdf

OF101

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

36C26220R0078 03-06-2020

Rafael Cervantes 562 766 2281 04-06-2020

@ 1:00PM PST

36C262

Department of Veterans Affairs

Network Contracting Office 22

4811 Airport Plaza Drive

Suite 600

Long Beach CA 90815

X

623220

$16.5 Million

N/A

X

TBA

36C262

Department of Veterans Affairs

Network Contracting Office 22

4811 Airport Plaza Drive

Suite 600

Long Beach CA 90815

TBA

Department of Veterans Affairs

Financial Services Center

P.O. Box 149971 http://www.tungsten-network.com/

Austin TX 78714-9971

See CONTINUATION Page

HCHV VA Long Beach CERS Program

VA Long Beach Healthcare System (VALBHS)

Please see Schedule of Service and Price

See CONTINUATION Page

X X

X 2

Don Weerasinghe

Contracting Officer

36C26220R0078

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 NOTIFICATION TO OFFERORS

B.3 SCHEDULE OF SERVICE AND PRICE

B.4 PERFORMANCE WORK STATEMENT

B.5 IT CONTRACT SECURITY/VA INFORMATION AND INFORMATION SYSTEM

SECURITY/PRIVACY

SECTION C - CONTRACT CLAUSES

C.1 52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL

(JAN 2011)

C.2 52.204-21 BASIC SAFEGUARDING OF COVERED CONTRACTOR INFORMATION

SYSTEMS (JUN 2016)

C.3 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (OCT 2018)

………………………………………………………………………………………………48

C.4 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (OCT 2019)

C.5 52.216-18 ORDERING (OCT 1995)

C.6 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.7 52.216-22 INDEFINITE QUANTITY (OCT 1995)

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

C.9 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.10 52.224-1 PRIVACY ACT NOTIFICATION (APR 1984)

C.11 52.224-2 PRIVACY ACT (APR 1984)

C.12 52.228-5 INSURANCE—WORK ON A GOVERNMENT INSTALLATION (JAN 1997) .. 63

C.13 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR 1984) . 64

C.14 52.237-3 CONTINUITY OF SERVICES (JAN 1991)

C.15 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.16 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018) ………………………………………………………………………………………………65

C.17 VAAR 852.237-70 INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE

(OCT 2019)

C.18 VAAR 852.237-74 NON-DISCRIMINATION IN SERVICE DELIVERY (OCT2019)

C.19 VAAR 852.270-1 REPRESENTATIVES OF CONTRACTING OFFICERS (JAN 2008) ... 67

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 ATTACHMENTS…………………………………………………………………………….71

D.2 PRICE WORKSHEET

D.3 PRE-AWARD SURVEY CHECKLIST

D.4 CONTRACTOR CERTIFICATION: IMMIGRATION AND NATIONALITY ACT OF 1952

………………………………………………………………………………………………Er ror! Bookmark not defined.

SECTION E - SOLICITATION PROVISIONS

E.1 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.2 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS (OCT 2018)

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

ITEMS

E.4 52.212-2 EVALUATION—COMMERCIAL ITEMS (OCT 2014)

E.5 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL

ITEMS (DEC 2019)

E.6 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

………………………………………………………………………………………………97

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

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

E.9 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND

VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (DEC 2019)

E.10 VAAR 852.209-70 ORGANIZATIONAL CONFLICTS OF INTEREST (JAN 2008)

E.11 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-

OWNED SMALL BUSINESS EVALUATION FACTORS (OCT 2019)

E.12 VAAR 852.215-72 NOTICE OF INTENT TO RE-SOLICIT (OCT 2019)

E.13 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

E.14 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.15 VAAR 852.273-70 LATE OFFERS (JAN 2003)

E.16 VAAR 852.273-74 AWARD WITHOUT EXCHANGES (JAN 2003)

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: 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:

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

Management, or

[ ] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

• 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) mailto:Don.Weerasinghe@va.gov mailto:VA.Registration@Tungsten-Network.com mailto:vafsccshd@va.gov http://www.ob10.com/

5. ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows: 36C26220R0078

AMENDMENT NO DATE

B.2 NOTIFICATION TO OFFERORS

1. Authority: This is a 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; 36C26220R0078 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 Long Beach Healthcare System (VALBHS) at 5901 East 7th Street

Long Beach, CA 90822 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 VALBHS.

4. The VA’s requirement is to place four (4) 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 male and 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 four (4) beds per day to Veteran patients. The facility is expected to accommodate up to four (4) Veterans. VA and Contractor may mutually agree to assign Veterans, up to a maximum of four (4) 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.

• Failure to provide an address of the proposed facility that is within twenty-five (25) miles of the VALBHS 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.

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 special standard of responsibility 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 03/12/2020 1:00 PM

(PST). An amendment will be posted to fbohome.sam.gov to address any questions received on or mailto:rafael.cervantes@va.gov about 03/18/2020. 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 SERVICE 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 $1,000.00. The maximum aggregate value of the orders that can be placed under this contract is $2,000,000.00. 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.

DESCRIPTION Estimated Bed

Quantity

UNIT Unit Price Per Day

1 Daily Room & Board / HCHV VA

Long Beach CERS (in accordance with the Statement of Work)

4 Beds

Estimated Base Year Amount $

Option Year I:

DESCRIPTION Estimated Bed the Statement of Work)

Estimated Option Year I Amount $

Option Year II:

DESCRIPTION Estimated Bed

1 Daily Room & Board / HCHV VA Long

Beach CERS (in accordance with the

Statement of Work)

Estimated Option Year II Amount $

Option Year III:

DESCRIPTION Estimated Bed the Statement of Work)

Estimated Option Year III Amount $

Option Year IV:

DESCRIPTION Estimated Bed the Statement of Work)

Estimated Option Year IV Amount $

Estimated Value - Base Year $

Estimated Value - Option Year One (1) $

Estimated Value - Option Year Two (2) $

Estimated Value - Option Year Three (3) $

Estimated Value - Option Year Four (4) $

Estimated Total Value $

B.4 PERFORMANCE WORK STATEMENT

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

STATEMENT OF WORK

Background and Overview:

The Department of Veterans Affairs (DVA) 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 Veterans Affairs Long

Beach (VALBHS) to engage a community provider to offer homeless Veterans services by providing housing and supportive services to four (4) homeless Veterans in community-based Contracted

Emergency Residential Services (CERS) facilities offering a safe and secure environment that supports their goals for recovery from homelessness. Services must be available to both male and female Veterans.

The contractor’s facility where services are to be provided shall be within twenty-five (25) miles of the

VALBHS. The contractor will be required to provide a therapeutic environment which provides clinical and rehabilitative services to homeless Veterans. The contractor will not be required to provide detoxification or other hospital level treatment. *Failure to provide an address of the proposed facility that is within twenty-five (25) miles of the VALBHS at the time of proposal submission will result in the proposing contractor to be removed from consideration for award.

Although this contract seeks services for the VALBHS, HCHV is a national program serving Veterans throughout the country. This program continues to expand and has become one of the largest VA interventions to assist homeless Veterans. It is also the first specialized homeless program developed by the VA. It represents one of VA’s most significant efforts to achieve the President’s goal of ending homelessness among Veterans.

The goal of the Health Care for Homeless Veteran CERS Program is to rapidly stabilize Veterans’ medical, mental health, substance abuse and other psychosocial problems in order to place Veterans in other appropriate transitional or permanent housing within 90 days. 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. This housing must meet the criteria established both by HCHV clinical staff and VA fire and safety officials. Contractors are urged in the strongest terms to carefully review the requirements outlined in the SOW to ensure that all facilities fire and safety and supportive services criteria can be met in a timely way.

The primary target population for HCHV Contracted Emergency Residential Services (CERS) is Veterans experiencing homelessness. To be eligible for the HCHV VA Long Beach CERS program, Veterans must:

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

B. Be determined to be homeless based on McKinney-Vento Act definitions by the local VA medical center HCHV program.

C. At the discretion of the VA, exceptions for Veterans who do not fully meet the HCHV eligibility criteria may be considered for services in this contract.

D. Veterans are referred to the contractor based on a demonstrated short term need for case management and supportive services to stabilize their mental health, substance abuse, medical and/or other co-occurring serious psychosocial issues in order to secure transitional or permanent housing as quickly as possible.

E. This contract shall be awarded to a contractor with a facility within twenty-five (25) miles of

VALBHS that meets the requirements outlined in the Tasks and Deliverables. An HCHV VA

Liaison to the contractor will be identified by the homeless program leadership at the VALBHS.

The HCHV VA Liaison:

• Is to act as the clinical liaison for all client-related issues between the Contractor and the Long Beach VA homeless team.

• Is to provide clinical oversight.

• Is to not provide direct clinical supervision.

F. Contractor will have general liability insurance coverage of $1,000,000.00 to cover employee malfeasance.

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

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

PLACE OF PERFORMANCE: The Offerors facility where services are to be provided shall be within twenty-five (25) miles of the VALBHS. Government furnished workspace will not be provided for this effort. However, the contractor will be required to host frequent meetings to discuss clinical and administrative matters. Additionally, Contractor must provide a location for VA staff to meet with

Veterans. In both cases, the space must be HIPPA compliant and is the sole responsibility of the contractor. *Failure to provide an address of the proposed facility that is within twenty-five (25) miles of the VALBHS at the time of proposal submission will result in the proposing contractor to be removed from consideration for award.

CONTRACT AWARD MEETING: The Contractor shall not commence performance on the tasks in the awarded SOW until the Contracting Officer or representative has conducted a kick-off meeting or has advised the Contractor that a kick-off meeting is waived. Additionally, if Government chooses to exercise option years of contract, follow up meetings will take place annually, at minimum.

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.

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.

Implementation Timeline

The contract facility and associated onsite services are expected to pass inspection and become fully operational within 30 days from the date of contract award. Failure to meet the 30-day milestone may result in the contract being terminated. Contractor will demonstrate successful completion of the following tasks, validated by VA inspection, prior to receiving Veteran referrals and invoicing for payment:

Task Timeline

Demonstrate site control (ownership or valid lease) At the time of proposal submission

Complete a pre-award inspection of the facility and on-site services conducted by HCHV clinical staff and VA fire and safety officials. Items requiring corrective action will be communicated to the contractor in writing within 1 week after the inspection.

Within 30 days of proposal submission

Complete the abatement of all corrective action items and pass VA inspection

Within 30 days after the pre-award inspection.

Identify all staff required per the SOW and have in place and available to provide the full range of case management and onsite services to Veterans

Within 30 days after the contract award.

Must have all VA funded beds onsite and fully operational and available for services to occur according to the SOW.

Within 30 days after the contract award.

Tasks & Deliverables

I. Emergency Housing Facilities and Management

A. Contractor must 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 is required to 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.” No additional funds will be made available for capital improvements under this contract. Must be 1

ADA compliant bed for 1-21 beds and 2 ADA beds for 21-40 beds at a minimum. 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. If a contractor determines that complying with ADA requirements would be prohibitive due to significant renovations or modernization at their facility, an interagency agreement with another emergency housing provider that meets the ADA requirements may be used, provided the second emergency housing provider is able to meet the same requirements as required by the contract. Contractors utilizing an interagency agreement must also have written policies and procedures that clearly describe how comparable on-site services will be provided by the contractor to Veterans residing in an interagency agreement facility. The contractor retains full responsibility for meeting the terms of the contract for facilities and on-site services when utilizing an interagency agreement to meet ADA requirements.

D. Contractor facility must be licensed as required for the setting under State or Federal authority, and must meet all applicable local, state, and Federal requirements concerning licensing and health codes. Copies of valid licenses must be provided to the VA at the time of pre-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 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.

F. Contractor must provide a safe and sober environment for all residents. The contractor will offer a low-demand environment with a minimum set of rules designed to re-establish trust in the homeless Veteran and engage the Veteran in needed treatment services. Contractor must have written policies and procedures in place that address the following concerns and situations:

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

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

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

4. Suspected or known drug or alcohol use or relapse by one or more residents and interventions based on the Safe Haven model.

5. On-site contraband, weapons, drug or alcohol related paraphernalia (i.e., found alcohol, drugs, drug “works”, etc.) and interventions based on the Safe Haven model.

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

7. Room inspections, including methods and frequency.

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

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

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

These policies and procedures must be communicated to Veteran residents and contract staff 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. It is the Contractors responsibility that all contract employees and subcontractor employees understand these policies and procedures upon initiation of the contract and should renew understanding annually.

G. House rules and expectations should be kept to a minimum, be simple, and should focus on safety of the residents. 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:

1. Dealing or use of illicit drugs at the facility

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

3. Sexual activity involving residents and/or recently discharged residents

4. Threat/actual acts of violence or any type of harassment by residents at the facility

5. Inappropriate interactions with anyone who is a detriment to the environment of care

Although rules must be kept simple and demands on the resident’s low, it is required that staff at the facility must stay continuously engaged with the residents. Policies and procedures should reflect that:

1. 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.

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

3. Homeless Veterans may be discharged for drinking, use of drugs, non-compliance with prescribed medication or infractions of house rules, at the discretion of the contract agency.

4. Assertive engagement by the treatment staff with patients regarding non-compliance is the preferred course of action to identify solutions specific to Veteran’s treatment goals.

H. Contractor must provide the following to all Veterans referred and admitted to the HCHV

Contract Residential Care facility:

1. 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.

2. Clean linens such as sheets, towels, blankets, and pillows will be provided by the contractor.

3. 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.).

4. Laundry facilities for Veterans to do their own laundry.

• If said facility is not available on site, contractor is responsible for providing alternative. This is to be at no cost to the Veteran or the Government.

• Adequate amounts of laundry detergent. Hypo-allergenic detergent may be required for medical reasons as prescribed.

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

1. A structurally sound facility which does not pose any threat to the health and safety of the occupants and, subsequently, protects them from the elements

2. Facility entries and exit locations that are capable of being utilized without unauthorized use and provide alternate means of egress in case of fire

3. Provides each resident an acceptable place to sleep that is compliant with appropriate codes and regulations

4. Provides every room or space with natural or mechanical ventilation;

5. Is free of pollutants in the air at levels that threaten the health of residents;

6. Provides a water supply that is free from contamination;

7. Provides sanitary facilities to residents which are sufficient in number, in operational condition, may be used in privacy, allow for personal cleanliness as well as the disposal of human waste;

8. Provides adequate heating and or cooling plants that are in proper operating condition;

9. Provides adequate natural or artificial illumination to permit normal indoor activities and to support the health and safety of residents;

10. Provides adequate electrical sources to permit use of essential electrical appliance while assuring safety from fire;

11. Provides that housing and equipment are maintained in a sanitary manner free from pests, insects and vermin.

12. Provides that the facility has a warm, welcoming, and respectful atmosphere through its lighting and décor. Contractor ensures that furniture is well maintained, comfortable and the provision of fruit baskets with fresh fruit are part of daily facility operations and upkeep.

13. Provides a library room, computer lab, and/or recreational area for Veteran use that is accessible and quiet. The library room must have books and other reading material available for Veterans’ recreational use as well as a working computer for Veterans to learn or enhance their computer skills.

It is the contractor’s responsibility to maintain a clean and comfortable environment of care that meets these conditions. No additional funds will be made available for capital improvements under this contract in the event corrective action is required to remedy a negative condition. For example, the contractor would be responsible for alleviating a bed bug infestation by hiring an exterminator at its own expense. Contractors must ensure that they have sufficient operating funds in addition to VA funding to maintain the facility according to the requirements of the contract.

J. The contractor must provide designated office space and parking to VA staff when staff, both of which must be located on site. The office space must afford the VA Liaison and Veterans privacy and confidentiality when meeting. The VA Liaison is expected to be onsite at the Contractor facility two to five days per week in keeping with VA HCHV CERS program expectations. Dates and times of VA staff visits will vary, based on the clinical needs of the population served.

K. Contractor must provide appetizing, nutritionally balanced meals three times per day in a setting that encourages social interaction. A variety of 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 a 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.

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

II. Staffing - HEALTH REQUIREMENTS

Contractor certifies that his/her employees have received the following testing/immunizations within the past year and will maintain coverage during the contract period:

A. Tuberculosis Testing – the PPD test or radiological exam shall be repeated annually.

B. Rubella Testing – all contract personnel shall provide proof of immunization for measles, mumps, rubella, or rubella titer of 1:8 or greater. If the titer is less than 1:0, the rubella immunization must be administered with follow-up documentation to the COR.

C. Immunizations – for purposes of infection control, all contract employees shall take required immunizations and any health action required by generally accepted public health standards and any immunizations necessitated by any outbreaks in the area/community. Contract personnel will not be allowed to perform duty until immunization documentation is provided to the COR.

D. Health Restrictions – contract employees shall have no health or physical disability restrictions which interfere with the performance of duties.

III. Staffing and Supportive Services

A. The contractor shall employ an adequate number of professional health care personnel who are competent in their roles to carry out the policies, responsibilities, and programs of the facility. In contract housing, there must be, as a minimum:

1. A full-time administrative staff member on duty at the residence and available for emergencies 24 hours a day, 7 days a week. Note: security staff alone, whether employed directly by the contractor or subcontracted by the contractor, is not sufficient to meet this requirement.

2. A Director of the program and facility operations, on-call and available for emergencies

24 hours a day, every day. The Program Director shall have a bachelor’s degree in any field and have at least 1 year of experience providing oversight of a residential homeless facility.

3. 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 of experience as a clinical supervisor of a residential homeless facility. The Clinical Supervisor shall be available to provide consultation during working business hours to all staff on site as well as afterhours hours to provide ongoing supervision of case to case management personnel.

The clinical supervisor shall be on call and available for emergencies 24 hours a day, 7 days a week.

4. Sufficient case management personnel during business hours 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 crises. Staff must have, at minimum, a bachelor’s degree, preferably in a social service field. Each Veteran must have an assigned case manager responsible for coordinating and providing the supportive services specified in the contract. The required case manager to Veteran ratio is 1:25. The clinical supervisor may not be used to fill this position in lieu of case management staff.

5. Veteran Service Worker: 1 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. 2 Veteran Service Workers on-site during afterhours and weekends.

6. Security staff onsite 24 hours a day, 7 days a week.

7. At least one staff or security member with Cardio-Pulmonary Resuscitation (CPR) certification on site and available in an emergency, 24 hours per day 7 days a week.

8. Peer Support Specialist positions 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.

B. Contract Provider shall ensure that their employees receive the following trainings within 45 days of employment start dates.

1. Education regarding HCHV Contract

2. Basic Life Support

3. Motivational Interviewing

4. Critical Time Intervention

5. Stages of Change

6. Crisis Intervention

7. Cultural sensitivity

8. Sexual Harassment

9. Sensitivity to wider issues of homelessness

10. Universal Precautions (disease transmission prevention)

11. Adult abuse/neglect reporting laws

12. Harm Reduction philosophy

13. Suicide Prevention

14. Medication Monitoring

15. State and Federal Fair Housing Law & ADA Requirements

16. Conflict resolution

17. Customer Service

18. Professional Boundaries

19. Countertransference

20. Severe Mental Illness and Psychopathology

21. De-escalation Techniques

22. Conservatorship

23. Grave Disability Criteria

24. Privacy and Confidentiality

C. Medications including controlled substances shall be properly stored and controlled and proper issuance upon orders from physicians shall be provided for and recorded.

1. Medications will be stored in accordance with CARF standards.

2. Medications will be provided according to physician’s orders and shall be documented in accordance with CARF standards.

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

1. 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.

2. 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.

3. 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.

4. Contractor is responsible for taking steps to protect Veterans and their family members and is responsible for setting clear, appropriate, and culturally sensitive boundaries.

5. 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:

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

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

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

d. 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.

6. Within 1 week, all new staff of contractor agency, regardless of role, must read and acknowledge that they have reviewed this contract. Additionally, it is expected current staff stay informed with this document due to changes in per diem rate as well as any agreed upon modifications.

E. 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 information must be conveyed within 72 hours of admission and be documented in Veteran’s client record.

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

1. A thoroughly written Individualized Service Plan (ISP) will be developed within 72 hours of admission for each Veteran. Veteran must be provided education regarding their patient rights, responsibilities, expectations and applicable policies/procedures. This will include structured individual case management, at minimum, weekly including: self-care skills, adaptive coping skills, financial planning, permanent housing search, written care plan, referral for financial benefits. Additional services may include professional and vocational rehabilitation counseling in collaboration with VA programs and community resources.

2. Engagement of the Veteran in the service planning process. Contractor will carry responsibility for interviewing, counseling and case managing identified Veterans by conducting psychosocial assessments to identify housing service needs which affect the Veterans’ adjustment to their environment and establish treatment goals.

3. Upon admission, contractor will ensure a licensed clinical provider assesses the psychosocial and environmental needs as well as any dysfunction secondary to or exacerbating the social, substance or psychiatric problems, which might contribute to Veterans’ readjustment challenges in the community. Said licensed clinical provider establishes, maintains an intensive therapeutic relationship with the Veteran, staff, and community programs/agencies. Additionally, Clinician is responsible for formulating case-management treatment goals and communicating with VA liaison about Veteran’s identified needs, stressors and problems

4. Each Individual Service Plan will contain the following and specifically, the Contractor will:

a. Complete a written ISP within 72 hours of program admission and signed by the contractor, the Veteran, and reviewed by and signed by the VA Liaison/COR.

Written plans should capture at a minimum, SMART goals (subjective, measurable, attainable, realistic and timely), including SNAP (Strengths, Needs, Abilities and

Preference), and a transition plan at intake that can be updated as needed, and at discharge. All discharge documentation should be completed within 3 days of discharge.

b. Review plans at minimum every thirty (30) days thereafter in a clinical meeting with the Veteran. Updated plans must be promptly communicated to the VA Liaison.

c. Make changes in plans in consultation with the Veteran.

d. 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 will take immediate steps to provide appropriate intervention. Crisis management will be conducted in consultation and coordination with the VA Liaison.

e. Coordinate with VA Liaison during monthly case conferences regarding updates and changes in Veterans’ care plans to foster a collaborative relationship with the

VALBHS 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.

f. Obtain Releases of Information using most recent VA Form 10-5345 to communicate and coordinate Veterans’ treatment with VA and other community-based service providers.

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

h. Contractor will take primary responsibility for assisting Veterans in completing housing applications and other benefits paperwork as needed. Contractor will 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.

i. Contractor will provide transportation for Veterans to attend appointments as well as any events/services related to housing. Examples include potential housing placements, benefits agencies, meetings with landlords, etc. Transportation may include, but not limited to, assistance in obtaining Metrocards, bus fare, or local subsidized transportation services such as Access, etc.

G. The contractor will provide the following Veteran-centric therapeutic and rehabilitative services onsite including:

1. A variety of daily structured groups and activities to promote social skills building and healthy lifestyle. Examples of Veteran-centric services include psychosocial group sessions; physical activities; facilitated outings or social activities in the local community specific to Veteran’s clinical needs. Daily activity schedules must be printed and posted in facility common areas to ensure Veteran awareness and promote participation.

2. Weekly groups that support long-term permanent housing stabilization goals.

3. Health and personal hygiene maintenance.

4. Monitoring of medications, if necessary.

5. 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.

6. Professional counseling as required with an emphasis on self-care skills, adaptive coping skills, vocational counseling.

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

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

9. Opportunities for learning, and internalizing knowledge of the illness and/or recovery process;

improving social skills; and improving personal relationships.

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

H. Contractor will verbally notify VA through the HCHV VA Liaison at the local VA medical center of any negative incident occurring with a Veteran immediately if possible, 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. For all incidents that occur after normal business hours, the contractor shall notify the Administrator on Duty (AOD). Incidents include but are not limited to:

1. death

2. police raid

3. arrest/incarceration

4. suicide / suicide attempt

5. 911 call (police / fire dept. / paramedics / other)

6. drug overdose

7. severe medical/psychiatric emergency

8. sexual assault

9. any threat/act of violence that involves Veteran(s)

10. abusive behavior by staff against Veteran

11. other untoward events which influence veteran and/or treatment.

I. Contractor will follow the CERS Incident Reporting Policy. [See Incident Report Form in Section

D4.]

J. In the event a Veteran residing in a HCHV CERS 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.

IV. 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, regardless of reason, the Contractor shall promptly submit to the Contracting Officer, COR and HCHV Liaison, a written detailed explanation of the circumstances within 3 business days. 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.