36C26220R0101-002.pdf

OF 99

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

36C26220R0101 04-10-2020

Rafael Cervantes 562 766 2281 05-11-2020

@ 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

VA Greater Los Angeles Healthcare System

(VAGLAHS)

11301 Wilshire Blvd.

Los Angeles, CA 90073

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 Contracted Emergency Residential Care program

VA Greater Los Angeles Healthcare System (VAGLAHS)

Please see Schedule of Service and Price

See CONTINUATION Page

X X

X _1_

Don Weerasinghe

Contracting Officer

36C26220R0101

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 STATEMENT OF WORK

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)

………………………………………………………………………………………………42

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) .. 57

C.13 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR 1984) . 58

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) ………………………………………………………………………………………………59

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) ... 61

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 ATTACHMENTS

D.2 PRICE WORKSHEET

D.3 VISN 22 BOUNDARIES – GLA-LOMA LINDA-LONG BEAH

D.4 PRE-AWARD SURVEY CHECKLIST

D.5 CONTRACTOR CERTIFICATION: IMMIGRATION AND NATIONALITY ACT OF

1952—AS AMENDED

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)

………………………………………………………………………………………………94

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 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

E.13 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.14 VAAR 852.273-70 LATE OFFERS (JAN 2003)

E.15 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: 36C26220R0101

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; 36C26220R0101 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 VAGLAHS.

4. The VA’s requirement is to place fifteen (15) male 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 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 fifteen (15) beds per day to Veteran patients. The facility is expected to accommodate up to fifteen (15) Veterans. VA and Contractor may mutually agree to assign Veterans, up to a maximum of fifteen (15) 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 the catchment areas of the VAGLAHS 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 04/16/2020 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 04/22/2020. 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 $2,000.00. The maximum aggregate value of the orders that can be placed under this contract is $3,000,000.00. 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

VAGLAHS CERS (in accordance with the Statement of Work)

15 Beds

Estimated Base Year Amount $

Option Year I:

DESCRIPTION Estimated Bed the Statement of Work)

15 Beds

Estimated Option Year I Amount $

Option Year II:

DESCRIPTION Estimated Bed the Statement of Work)

15 Beds

Estimated Option Year II Amount $

Option Year III:

DESCRIPTION Estimated Bed the Statement of Work)

15 Beds

Estimated Option Year III Amount $

Option Year IV:

DESCRIPTION Estimated Bed

1 Daily Room & Board / HCHV

VAGLAHS CERS (in accordance with the Statement of Work)

15 Beds

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 STATEMENT OF WORK

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

Statement of Work

1. BACKGROUND AND OVERVIEW:

The Department of Veterans Affairs’ (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 Veterans Affairs

Greater Los Angeles VA Healthcare System (VAGLAHS) to engage a community provider to offer fifteen (15) beds annually for homeless Veterans in one Contracted Emergency Residential Service

(CERS) facilities offering a safe and secure environment that supports their goals for recovery from homelessness. This model of HCHV residential care will offer services to homeless male Veterans as defined in the Tasks and Deliverables. The Offerors facility where services are to be provided shall be within the catchment areas of the VAGLAHS. This includes San Luis Obispo, Kern County, Santa

Barbara County, City of Ventura, City of Oxnard, City of Pasadena, City of Los Angeles, and Los

Angeles County (see reference Section D.3 VISN 22 Boundaries – GLA-LOMA LINDA-LONG

BEACH).

The goal of this specific HCHV contracted 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 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.

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

Statement of Work to ensure that all facilities fire and safety and supportive services criteria can be met in a timely way.

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 will have general liability insurance coverage of $1 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 the catchment areas of the VAGLAHS. VAGLAHS catchment areas consist of: San Luis

Obispo, Kern County, Santa Barbara County, City of Ventura, City of Oxnard, City of Pasadena, City of Los Angeles, and Los Angeles County; except certain zip codes which are served by VA Loma

Linda and VA Long Beach on GLA’s eastern boundary. Please refer to the attached documents in Section D.3 - VISN 22 Boundaries – GLA-Loma Linda-Long Beach. 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 WLA VA 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.

7. 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.

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.

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

Task Timeline

Identify all staff required per the Statement of

Work 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 fifteen (15) beds fully operational and available for services to occur according to the PWS.

Within 30 days after the contract award.

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.

TASKS & DELIVERABLES

I. Housing Facilities and Management

A. The contractor providing housing and supportive services to male Veterans and as listed under this contract is required to ensure the safety and privacy of the Veterans being served.

B. 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.

C. 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

D. 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 may 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 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.

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

Contracted Emergency Residential Care facility:

a. Contractor will 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.

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

a. Contractor shall ensure the outside of the facility is structurally sound and does not pose any threat to the health and safety of the veterans.

b. Contractor shall ensure the facility is free from pollutants in the air at levels that threaten the health of residents.

c. Provide a water supply that is free from contamination

d. Provide adequate heating and cooling in all parts of the facility; must achieve ≤ 75 degrees F for cooling and ≥ 69 degrees F for heating.

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

f. Provides sufficient electrical sources to permit use of essential electrical appliances while assuring safety from fire.

g. Provide housing equipment and maintained in a sanitary manner free from pests, insects and vermin.

h. Provides that the facility has a warm, welcoming, and respectful atmosphere through its lighting and décor.

i. Contractor shall ensure that furniture is well maintained and comfortable, and that plants, table cloths and fruit baskets with fresh fruit are part of daily facility operations and upkeep.

j. Contractor shall provide a common area with books and reading material; computers to learn and enhance veteran’s computer skills and a recreation area for engaging with other members.

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

l. 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 specific concern with 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.

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

n. 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.

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 and available for emergencies 24 hours a day, 7 days a week.

b. A Director of the program and/or facility on call and available for emergencies 24 hours a day, 7 days a week. The program Director shall have a bachelor’s degree in any field and have at least three-years (3) of experience providing oversight of a residential homeless facility.

c. A professionally-credentialed, licensed (credentialed Licensed Clinical Social Worker, Licensed Marriage & Family Therapist, Psychologist, or Licensed Professional Clinical

Counselor), clinical supervisor located onsite 40 hours per week to provide ongoing supervision of cases to case management personnel. The clinical supervisor must be on call and available for emergencies 24 hours a day, 7 days a week.

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. Personnel must have bachelor’s degree in a social service field. If degree is in another field, equivalent case management experience of 5 years working with homeless population 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 1:20, unless approval is given by the VA COR due to the unique staffing characteristics of the contract. The clinical supervisor may not be used to fulfill case management responsibilities defined in this SOW 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: 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.

f. All technical and professional staff shall be certified in Basic Life Support (BLS).

American Heart Association preferred.

g. 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: 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. A staffing plan is required to be submitted to VA liaison prior to contract initiation and updated as needed to ensure sufficient staffing and coverage are available, specifically during weekends, holidays, and other high leave use periods.

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.

• Contractor Liaison:

• Phone:

• Email:

B. Training that Contract Provider will ensure that their employees receive prior to the initiation of services and annually thereafter:

• 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 will be required to complete a case management training course provided by the VAGLAHS 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. Contract 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:

1. A thorough written Individualized Service Plan (ISP) will be developed within one (1) week of admission for each Veteran. This will include structured case management and, 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.

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 treatment needs which affect the

Veterans’ adjustment to their environment and establish treatment goals.

3. Contractor will assess 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.

4. Contractor will 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 will:

a. Complete a written individual service plan within the first week of program admission and signed by the contractor, the Veteran, and the VA Liaison

b. 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 and documented in the Veteran’s record.

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 in accordance with GLA HCHV practice.

This screening must be documented in regular progress notes in the contractor’s clinical service records. If the Veteran is a danger to himself 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 weekly case conferences regarding updates and changes in Veterans’ care plans to foster a collaborative relationship with the VA medical center 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 relevant Releases of Information 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 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.

j. Contractor will 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 will provide the following onsite therapeutic and rehabilitative services including:

1. 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.

2. Health and personal hygiene maintenance.

3. Monitoring of medications, if necessary.

4. 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.

5. 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.

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

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

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

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

K. Contractor will follow the CERS Incident Reporting Policy, including that the contractor will 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. [See Incident Report Form in Reference section.]

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 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 subcontractor 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. The final arbiter on questions of acceptability is the Contracting Officer.

D. Contractor is responsible for ensuring their employees are not using illegal drugs and are subject to random drug testing performed by the contractor. They are also subject to drug testing when there is a reasonable suspicion that they use or are impaired by illegal drugs while on duty.

Reasonable suspicion of drug use or impairment includes, but is not limited to the following:

1. Observable phenomena, such as direct observation of drug use, possession or the physical symptoms of being under the influence of a drug.

2. A pattern of abnormal conduct or erratic behavior.

3. Arrest or conviction for a drug-related offense or the identification of a Contractor physician as the focus of a criminal investigation into illegal drug possession, use or trafficking.

4. Information provided either by reliable and credible sources or independently corroborated.

5. Newly discovered evidence that the contract personnel has tampered with a previous drug test.

E. The 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

b. Immunizations. For purposed of infection control, all contractor personnel 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. Contractor personnel will not be allowed to perform duty until immunization documentation is provided to the COR.

c. The Contractor shall provide the Government with all the information necessary to ensure that Government records are maintained correctly and in compliance with TJC, OSHA and the Center for Disease Control health records requirements, for each individual

Contractor employee upon request.

IV. ADMISSIONS, LENGTH OF STAY AND DISCHARGES

The goals of the HCHV Program are to rapidly stabilize Veterans’ medical, mental health, substance abuse and other psychosocial problems by expediting placements of these Veterans into safe, supportive emergency housing and work on appropriate permanent housing within 30 days but no later than 180 days from the date of admission.

A. Veterans will be screened and referred to the contractor by the VA Liaison, community providers, through the Coordinated Entry Case conferencing, or other Outreach staff as appropriate. Except in the case of a lack of available beds, the contractor will be expected to provide immediate admission to housing and services to these Veterans 24 hours per day, 7 days per week. The date of admission must be approved by the VA Liaison for billing purposes within 48 hours of admission. If a Veteran presents at the facility during weekends, at night, or a holiday day, the contractor may accept the Veterans. However, VA staff has the right of approval or disapproval for payment. Engagement of homeless Veterans in the provision of housing placement, treatment and supportive services is a key element of the HCHV Contract Residential Care program.

Therefore, management of program dropout will be an element of the quality assurance review of this program. Veterans served under this contract must be health care eligible, able to perform all activities of daily living as certified by a certified social worker or attending medical provider and male. The contractor will be expected to outline the admissions policies that reflect the ability to fulfill the immediate admissions to housing prior to the initiation of services and reviewed as updates occur by the VA COR.

B. Direct referrals from the Inpatient hospital and the Emergency Department will require verification by the treating physician and social worker that Veterans referred to the program meet all admission criteria specific in section IV A of this contract After hours admissions may occur for these referrals that meet all aspects of the criteria specified above.

C. Veterans will ideally be placed in permanent housing suitable…