36C26221R0061 - Solicitation - 36 Bed Transitional Housing VALLHS - Final.pdf

PAGE 1 OF 1. REQUISITION NO.

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

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

TIME

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

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

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

TELEPHONE NO. 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 94

36C26221R0061 04-23-2021

Rafael Cervantes 562-766-2281 05-24-2021

11:00AM 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

Department of Veterans Affairs

Loma Linda Healthcare System

11201 Benton Street

Loma Linda CA 92357

36262

Department of Veterans Affairs

Network Contracting Office 22

4811 Airport Plaza Drive

Suite 600

Long Beach CA 90815

Department of Veterans Affairs

Financial Services Center http://www.tungsten-network.com

See CONTINUATION Page

This new requirement is for contracted residential housing and supportive services for the VA Loma Linda Healthcare

System (VALLHS).

Direct all questions via email only to Rafael Cervantes, Contract Specialist, at rafael.cervantes@va.gov no later than 05/03/2021 at 11:00 AM (PST).

Offerors proposals will be submitted via email, clearly marked with RFP 36C26221R0061. Offerors proposals shall be be emailed to Rafael Cervantes, Contract Specialist, at rafael.cervantes@va.gov no later than 05/24/2021 at 11:00 AM

(PST).

See CONTINUATION Page

X X

X 1

Alice McGruder, Contracting Officer

36C26221R0061

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 SCHEDULE OF SERVICE AND PRICE

B.3 STATEMENT OF WORK

B.4 IT CONTRACT SECURITY

SECTION C - CONTRACT CLAUSES

C.1 52.204-21 BASIC SAFEGUARDING OF COVERED CONTRACTOR

INFORMATION SYSTEMS (JUN 2016)

C.2 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (OCT

2018)

C.3 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (JAN 2021)

C.4 52.216-18 ORDERING (AUG 2020)

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

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

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

C.8 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.9 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR 1984)

C.10 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.11 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA

ACQUISITION OF COMMERCIAL ITEMS (APR 2020)

C.12 VAAR 852.219-75 SUBCONTRACTING COMMITMENTS MONITORING AND

COMPLIANCE (JUL 2018)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 Price Worksheet

D.2 Wage Det. 2015-5629, Rev. 14, CA-Riverside, San Bernardino, 12/21/20

D.3 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 (JUN 2020) . 63

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 (FEB 2021)

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

1998)

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

E.8 52.217-5 EVALUATION OF OPTIONS (JUL 1990)

E.9 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.10 52.204-24 REPRESENTATION REGARDING CERTAIN

TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT

(OCT 2020)

E.11 VAAR 852.273-74 AWARD WITHOUT EXCHANGES (JAN 2003)

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

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:

Company Name:

Address:

Phone:

Email:

b. GOVERNMENT:

Contracting Office - 36C262 Department of Veterans Affairs Network Contracting Office 22 POC: Rafael Cervantes Email: Rafael.cervantes@va.gov 4811 Airport Plaza Drive, Suite 600

Long Beach, CA 90815

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.

Department of Veterans Affairs

Financial Services Center

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 Submit Invoices Electronically to:

www.tungsten-network.com/us/ http://www.tungsten-network.com/us/

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

AMENDMENT NO DATE

B.2 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 contract is (TBD). The maximum aggregate value of the orders that can be placed under this contract is (TBD). 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.

Base Year: TBD

Item Number Description of Service

Estimated Bed Quantity Unit

Unit Price Per Day

0001 Daily Room & Board / VALLHS Transitional Housing and Supportive Services (in accordance with the Statement of Work)

36 Beds $________

Option Year One (1): TBD

Number Description of Service

Estimated Bed Quantity Unit

Unit Price Per Day

0002 Daily Room & Board / VALLHS Transitional Housing and Supportive Services (in accordance with the

Option Year Two (2): TBD

Number Description of Service

Estimated Bed Quantity Unit

Unit Price Per Day

0003 Daily Room & Board / VALLHS Transitional Housing and Supportive Services

Option Year Three (3): TBD

Number Description of Service

Estimated Bed Quantity Unit

Unit Price Per Day

0004 Daily Room & Board / VALLHS Transitional Housing and Supportive Services

Option Year Four (4): TBD

Number Description of Service

Estimated Bed Quantity Unit

Unit Price Per Day

0005 Daily Room & Board / VALLHS Transitional Housing and Supportive Services

BASE PERIOD ESTIMATED TOTAL

OPTION YEAR 1 ESTIMATED TOTAL

OPTION YEAR 2 ESTIMATED TOTAL

OPTION YEAR 3 ESTIMATED TOTAL

OPTION YEAR 4 ESTIMATED TOTAL

TOTAL FOR BASE + ALL OPTION YEARS

B.3 STATEMENT OF WORK

1. Background

The goal of this contract is to provide a secure, appropriately monitored, temporary placement for those Veterans who are participating in substance abuse/mental health treatment programs at the VA Loma Linda Healthcare System (VALLHS). Program transportation is crucial to ensure Veteran participation in these programs daily and return to placement with minimal barriers. Veteran length of stay within the contracted placement should not exceed ninety (90) days.

The purpose of this contract is to enter into a firm fixed-price contract with a community provider (contractor) who will provide contracted residential housing and supportive services in community-based facilities to VALLHS Veteran beneficiaries. All services shall be provided in accordance with the terms and conditions of this contract for a period of one (1) year from the date of award with the Government’s option to exercise four (4) one (1) year option periods. The contractor shall provide all labor, supervision, supplies, and materials and transportation as required in this contract. The goal of this

Sober Living Transitional Housing and Supportive Services contract is to temporarily house Veteran beneficiaries that are enrolled and actively engaged in the VALLHS substance abuse/mental health treatment programs. This Sober Living Transitional

Housing and Supportive Services contract shall not be co-located with other transitional or rehabilitative housing programs.

The Contractor providing contracted residential 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.

The Contractor shall be expected to provide a thirty-six (36) bed facility that offers same day residential placement that enhances the stability of Veteran services in the VALLHS substance abuse/mental health treatment programs. The proposed Contractors facility shall be within a thirty (30) mile radius of the VALLHS.

The Contractor’s facility and associated onsite services are expected to pass inspection and become fully operational within 90 days from the date of contract award. Failure to meet the 90-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 At the time of proposal submission

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

Within 90 days of Award

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

Within 90 days after the post award inspection

Identify all staff required per the Statement of Work and have in place and available to provide the full range of contracted residential housing and supportive services to VALLHS Veterans.

Within 90 days after the contract award

2. Sober Living Services

Contractor services will be furnished to Veteran beneficiaries for whom such care is specifically authorized by the Department of Veteran Affairs (VA) are considered homeless or without a stable living environment. The Contractor shall provide contracted residential housing and supportive services under a Sober Living model of care as described:

a. Provide a Sober Living facility that will offer 24-hour staffing and provide semi-private quarters (2 people per room) that allow for participants to remain in the facility any time of the day or night. The target population served will include the

Veterans with addiction issues who are either homeless, at risk of being homeless or in an unstable living situation who are enrolled and participating in the VALLHS Substance Treatment and Recovery Programs. If serving female

Veterans, the Contractor will provide separate and secure quarters and bathrooms, detached from male living quarters to ensure the safety of the participants.

b. Supportive services shall be provided that will assist evening and weekend activities that are in collaboration with VA program resources and that link

Veterans to resources that may increase income and obtain vocational opportunities within the community.

The per diem rate established will be an all-inclusive rate. Upon VA approval, absences up to 72 hours may be permitted, unexcused or AWOL absences in excess of 72 hours will not be reimbursable. Unexcused absences less than 72 hours will not be basis for discharge alone. Care will include but is not limited to:

a. Supervised alcohol/drug free environment

b. Supportive social services

c. Structured group activities

d. Physical activities

e. Individual and group counseling in collaboration with VA program resources

f. Basic health and personal hygiene maintenance; including supplies as necessary

3. Veteran Code of Conduct

The Contractor shall develop a code of conduct to be reviewed and approved by the

Contracting Officer Representative (COR) that program residents will follow while receiving services under this contract or while on facility premises. The code of conduct should be provided to the VA prior to program implementation and once approved;

provided to program Veterans upon admission. At minimum, the following acts will not be permissible:

a. Acts of threats or violence to self, other program participants, employees, or the general public

b. The carrying of any weapon(s).

c. Gambling in all forms

d. Buying, selling, and/or use of intoxicating liquors, narcotics, or controlled substances.

e. Sexual Harassment of other veterans or staff

f. Failure to attend scheduled groups per program schedule.

g. Submitting beneficiary travel claims through the VA while residing in contract housing.

h. Allowing entry of an unauthorized individual(s) into contract housing.

i. Refusing random drug testing while in contract housing.

j. Releasing any personal information or details of other Veterans to unauthorized individuals.

k. Failure to comply with contract staff house rules.

l. Veterans may be allowed to be gainfully employed only if it does not conflict with program scheduling and/or contract housing rules.

m. Male and female Veterans will remain separated unless authorized by the VA or the contractor to congregate in the area.

4. Referral/Discharge & Coordination

The facility agrees to accept referrals and to provide all services in this contract, for any person determined eligible by his/her designee, regardless of race, color, religion, sex, or national origin of the person for whom such services are ordered.

a. All Veterans who are referred for services will have a letter of acceptance/referral from the VA COR or authorized personnel with date and

Veteran’s identifying information, which will be documented in the Veteran’s chart for record keeping.

b. All Veterans who are referred will receive medical care by a VA facility/medical center while being provided services authorized by this contract. The VA will not reimburse outside medical providers for any services rendered to participating Veterans under this contract.

c. Orders, requests, or changes in the referral process shall only be made by the VA Contracting Officer (CO), or COR. Under no circumstances shall there be any deviation by any other party. In addition, the Contractor shall make no deviation and is responsible for providing direction to staff (please see attachment 2 for referral process).

d. VA reserves the right to remove any or all Veterans from the facility at any time without additional cost, when it is determined to be in the best interest of the VA or the Veteran(s).

e. Coordination of care provided by VA staff and the contractor for individual

Veterans shall be maintained as such:

i. Contractor shall participate in weekly team conferences held at the VA or through online meeting services.

ii. Contractor shall participate in case consultations with VA staff as needed.

iii. Discharge planning will be coordinated by an assigned VA staff and/or Liaison. All exits must be reported to the VA liaison immediately i.e., discharges, AWOL, death, or entry to hospital.

iv. Relapse and unexcused absences less than 72 hours will not be a basis for discharge alone.

f. Veterans that have been charged or convicted with the following crimes will not be eligible for contract housing services

i. Any conviction or pending charges within the definition presented under California Penal Code 290

ii. Any conviction or pending charges involving emotional and/or physical abuse of children, elders, spouses, partners, and/or dependents.

iii. Any conviction or pending charges involving any felony crimes

g. Veterans entering sober living must be able to manage and maintain individual Activities of Daily Living (ADLs).

h. Discharging a Veteran participant to the streets without coordinated services through the assigned VA liaison and appropriate placement will not be permitted unless for reasons such as:

i. Acts of threats or violence to self, other participants, employees or the general public.

ii. The carrying of any type of firearm, ammunition, or concealed weapons.

iii. Possession of any illicit substances on the premises

iv. Sexual harassment of Veterans or contract house staff

v. Disclosing private medical information to unauthorized individuals

vi. Allowing entry of an unauthorized individual into contract housing

vii. Submitting beneficiary travel claims through the VA while residing in contract housing.

viii. Due to COVID 19, unexcused absences that violate established curfews will result in automatic discharge from the

Sober Living facility. This will be effective for 30 days starting from the date of the completed modification. In addition, an option to extend, terminate, or reinstate the modification at any time after the initial 30 days is available with bilateral consent of the involved parties to ensure the wellness of those participating in VALLHS Sober Living Housing program.

5. Supportive Housing Services

The Contractor shall provide contracted residential housing and supportive services that are not co-located with other transitional housing or rehabilitative programs in accordance with a plan of care which will be provided by the VA, and a trained program staff. The contractor will provide supervision in accordance with VA policy and regulations to include but are not limited to:

1) The Contractor shall provide reliable telephone/internet services on site free of local use charges.

2) Emergency exits must be marked with sufficient lighting in case of emergency.

3) Evacuation plans must be posted in common areas.

4) Facility must be equipped with first aid, fire extinguishers that are fully charged and non-expired, and both fire and carbon monoxide alarms.

5) Veterans shall be provided with opportunities to participate in spiritual worship, counseling, treatment, and social skill enhancement.

6) Activities shall be designed to meet the goals and objectives of social responsibility, self-motivation, and integration into the larger community. Such activities may include:

1. Social skills training, vocational counseling and physical activities as appropriate

2. Supportive social services, in collaboration with VA staff and/or other community contract resources

3. Assistance with housing needs and resources

7) Contractor shall provide activities for Veterans as requested Sunday through

Saturday, including recognized holidays.

8) Contractor will create a valid housing plan with each Veteran within two weeks of entry and submit the housing plan to the Veteran’s assigned program case managers. Failure to complete a valid housing plan within two weeks will result in remedial assignments with housing services within the VA and community. In addition, any requests for extensions to remain in contract housing past the 90-day period will be subject to denial.

6. Facility Maintenance and Supplies

The term “facilities” shall include, but is not limited to rooms, sections, eating areas, entrances etc. It is agreed that VHA will have the right to inspection of the facility by an authorized representative(s) designated by the VHA to determine whether acceptable standards are maintained and that adequate care is being rendered. The Contractor shall ensure the following:

a. The Contractor shall develop an infection control plan with the capability to isolate/quarantine Veterans as needed to prevent the spread of disease. The following resource should be utilized as guidance for development of an infection control plan: https://www.cdc.gov/coronavirus/2019-ncov/community/homeless-shelters/plan-prepare-respond.html. Infection control plans will be submitted to the COR for approval prior to any facility implementation.

b. One single bed per occupant with sanitary and proper bedding; i.e., fitted sheets, blankets, pillows;

c. No more than two (2) occupants per room;

d. Adequate and secured storage space for clothing and personal properties

e. Facilities are to install and monitor external enhanced security devices such as high definition video cameras, active entry monitoring sensors, and motion detectors.

f. Efficient lighting;

g. Clean linen and towels;

h. Signs that identify female only rooms/restrooms;

i. On-site adequate laundry facilities;

(1) Veteran residents shall be required to do their own laundry but Contractor shall provide any supplies needed to do so. Supplies shall include but are not limited to:

i. Tokens, coins, or funds to operate all machines;

https://www.cdc.gov/coronavirus/2019-ncov/community/homeless-shelters/plan-prepare-respond.html https://www.cdc.gov/coronavirus/2019-ncov/community/homeless-shelters/plan-prepare-respond.html

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

j. Restrooms and showers shall be provided with signs that designate men’s facility separate from the female’s facility.

k. All toilets, hand washing, and bathing facilities shall be maintained in safe, fully functional, and sanitary condition. Additional equipment, aids, and/or conveniences shall be provided in facilities for accommodating American

Disabilities Act (ADA) standards;

l. Contractor will provide all toiletries at no additional cost; i.e., toilet paper, sanitary napkins, shampoo/conditioner, bath soaps, shaving equipment, facial tissues, toothpaste/brushes, combs/brush;

m. Contractor will provide all kitchen supplies, utensils required to prepare and consume foods and drinks;

n. Contractor shall be responsible to ensure that the facility is maintained clean, free of dirt/grime, mold, bed bugs or other hazardous substances and damage;

o. Contactor shall take full responsibility for the Veterans well-being and safety once the individual enters the facility;

p. Indoor recreation/lounging areas shall be provided with the following equipment:

i. Chairs

ii. Reading materials; i.e. books, magazines, and newspapers

iii. Other types of entertainment, activities, and/or games that may be deemed appropriate.

q. Designated smoking areas shall be provided in accordance with the laws of The

State of California and/or additional local County law;

r. Contractor shall provide a designated ongoing space and supply necessary to allow VHA staff and internal agency staff to conduct Veteran participant group meetings.

s. Contractor shall provide a designated office space on an ongoing schedule to allow for VHA staff to meet privately to semi privately with Veteran participants.

At minimum that space shall include:

i. At least two chairs

ii. Small table or desk

iii. Be handicap accessible

VA Loma Linda will not incur any cost associated with the contractor providing, repairing, or replacing inadequate or faulty equipment.

7. Records

The Contractor is a VHA contractor and shall assist in the provision of health care to patients seeking such care from or through VHA. As such, the Contractor is considered as being part of the department health care activity. The Contractor is considered to be a VHA contractor for purposes of the Privacy Act, Title 5 U.S.C. 552a, further, for the purpose of VHA records access and patient confidentiality. Contract is considered to be a VA contractor for the following provisions: Title 38 U.S.C. 5701, 5705 and 7362.

Therefore, the Contractor will not have access, as would other appropriate components of VHA, to patient medical records including patient records pertaining to drug and alcohol abuse, HIV, and sickle cell anemia, to the extent necessary to perform its contractual responsibilities. The Contractor is subject to the same penalties and liabilities for unauthorized disclosures of any records as VHA. Contractors and any subcontractors must adhere to the provisions of Public law 104-191, Health Insurance

Portability and Accountability (HIPAA) act of 1996. This includes both the HIPAA

Privacy and Security Rules published by the Department of Health and Human Services protected health information by covered entities. The covered entity component of the

Department of Veteran Affairs is the Veterans Health Administration Business Associate

Agree (BAA). Contractor shall be responsible for maintaining the following:

a. Contractor shall be responsible for the development of any necessary forms.

b. Contractor shall maintain a file for each Veteran admitted to the program.

c. Contractor will keep all Veteran files behind two locks at all times.

d. Information will be provided following Veteran consent and completion of VA authorization to release information form.

e. Contractor will not have access to VA computerized electronic systems.

f. All Veteran files shall contain VHA referral, discharge and any other forms related to coordination of care.

g. Contractor will complete all VA’s security and privacy awareness training and any additional role-based training, as outlined in the contract. These include, but not limited to, “VA Privacy and Information Security Awareness and Rules of

Behavior” and “Privacy and HIPAA Training” only if the COR grants access to VA electronic systems.

h. All Veteran files shall contain demographic information sufficient to identify the

Veteran participant and to satisfy data collection needs of the program and funding agencies, to include but not limited to:

i. Veteran identifier (i.e., name, number, etc.);

ii. Date of Birth;

iii. Sex;

iv. Race/ethnic backgrounds;

v. Address;

vi. Telephone number;

vii. Next of kin or emergency contact (include phone number and consent of kin);

viii. VA verification of homelessness letter; (only if homeless)

ix. Detailed housing plan within the first two weeks of entry into contract housing

x. Date(s) of admission (i.e., new/readmission, etc.);

xi. Admission agreement;

xii. Authorization to release information, including, VA release of information

(ROI) on most current VA form 10-5345;

xiii. Referral source and reason for referral;

xiv. Veteran rights document;

xv. Medical referrals and clearances as needed;

xvi. Correspondence with or regarding the Veteran;

xvii. Discussions and actions to reengage Veteran for not complying with program rules and requirements;

xviii. Any type of supportive service(s) provided to Veteran i.e., personal hygiene, laundry, housing resources and referrals, additional transportation service, clothing assistance etc.

xix. Medications should be documented in records and/or incidences of medication noncompliance;

xx. Major incidents involving Veterans will be documented with incident reports and any follow up/outcomes.

i. It is agreed that the VA may readily have access to all records concerning the

Veterans care in the facility.

j. Contractor shall notify assigned VA COR/Liaison or designee within 24 hours of

AWOL, Death or unanticipated discharge telephonically or Contractor shall fax information to 909 777 3262.

k. Upon discharge or death of a patient, medical records on all VA beneficiaries will be retained by the facility for a period of at least three (3) years following termination of care at VHA expense. However, upon termination or completion of contract; the Contractor will surrender medical records on all VA beneficiaries to the VA COR/Liaison or designee

l. Periodic reports will be provided to the VA (i.e., Fiscal Accountability) as required

8. Reports

The Contractor shall notify the assigned VHA staff/Liaison/COR immediately of any medical emergency. If hospitalization of a Veteran is required, it is agreed that readmission will be evaluated by appropriate VA staff.

In the event a Veteran participant dies, the Contractor shall promptly notify the VHA staff/Liaison/COR immediately and immediately assemble, inventory, and safeguard the patient’s personal effects. Any fund deposits and effects left by the Veteran upon the premises of the facility shall be delivered by the Contractor to the VHA Decedent Affairs

(DA) for making disposition of funds and effects left by Veterans. When deposition has been made, the itemized inventory, with a notation as to the disposition of funds, will be immediately forwarded to the VA DA office. Should the deceased Veteran leave no will, heirs, or next of kin; his/her personal property and funds, wherever located, vests and becomes property of the United States in trust. In these cases the Contractor will forward and inventory any such property and funds in its possession to the appropriate VA DA office and will hold team (except articles of clothing necessary for proper burial) under safeguard until instructions are received from the VHA Da office concerning disposition.

The Contractor shall notify VHA staff immediately upon any changes to a Veteran’s health, and the Contractor shall contact local emergency services as needed during afterhours and weekends.

The COR/VA Liaison shall monitor the services provided. The Contractor shall cooperate with all VHA staff assigned to this contract, in providing information and answering questions in a timely manner when requested. The Contractor shall refer complaints received directly from the Veteran beneficiaries to the VHA staff/Liaison/COR within 24 hours or the next business day after receipt of said complaint. All complaints received by the VHA staff/Liaison/COR shall be investigated promptly. After investigation and disposition, the Contractor shall respond to the VHA within five (5) business days after receipt of the complaint by the Contractor. VHA staff will be provided with all information regarding complaints.

9. Medications

1) The Contractor shall have a written policy statement regarding the use of prescribed medications; such a policy shall not necessarily preclude the illicit use of prescribed medications. The Contractors written policy and any subsequent changes to said policy shall be submitted to the VHA COR for review and approval before implementation.

2) Medications including controlled substances shall be properly stored in a double locked storage unit provided by the contractor. All controlled substances shall be stored in a double locked storage unit monitored by the Veteran.

3) Medicinal medications that have not been approved under the Food and Drug

Administration (FDA) are not permitted for use unless approved by VA medical staff.

4) The proper issuance upon orders from a physician shall be provided by the VA and recorded in the Veteran’s chart. The Veteran will initial that document upon self-administering medication to verify the count of medication.

5) All medication will be self- stored and self-administered by the Veteran.

10. Dietary Services

The VHA will have the right to inspect the facility by an authorized representative(s) designated by the VHA to determine whether acceptable standards are maintained and that adequate care is being rendered. Dietary services shall include the following:

a. Three (3) hot and cold meals shall be served; breakfast, lunch and dinner; with no more than an 8-hour time span between each meal.

b. Filtered or bottled water shall be provided for consumption.

c. In between meals, at least two (2) snacks shall be served to all Veterans unless limited by dietary restrictions prescribed by a medical provider.

d. Food preparation, serving, and storage shall be in accordance with California

Department of Public Health.

http://www.cdph.ca.gov/programsPages/FDB%20Food%20Safety%20Program.a spx

e. Sanitary procedures shall be established and maintained for washing dishes, cleaning equipment, and work areas and for proper waste disposal.

f. Menus shall be written at least one week in advance and copies of the menus as served shall be dated and kept on file for at least 30 days; and shall be made available for review by the Veteran and/or VA staff.

g. Some Veterans may have medical recommendations for specialized diets (i.e., cardiac, low sodium, or diabetic diets). The Contractor shall accommodate the individualized dietary needs of Veterans Residents, as specified by their medical providers.

h. The dietary needs of all Veterans shall be met in accordance with sound nutrition consistent with USDA standards. USDA dietary guidelines may be found at:

http://www.cnpp.usda.gov/dietaryguidelines.htm http://www.cnpp.usda.gov/dietaryguidelines.htm

11. Transportation Services

The Contractor shall be required to provide transportation to and from VA Loma Linda

Medical Center and outpatient clinics for Veterans participants only. The VHA will have the right to inspect any vehicles utilized for the transportation of Veterans by an authorized representative(s) designated by the VHA to determine whether safe operating conditions are being maintained. Transportation services are to be provided as follows:

a. The manufacturer’s rated seating capacity of the Contractor’s vehicles shall not be exceeded;

b. Motor vehicles shall be maintained in a safe operating condition, registered, and fully insured;

c. Only drivers licensed and insured for the type of vehicle operated shall be permitted to transport Veterans;

d. Emergency safety kits shall be maintained in the vehicle and updated on a quarterly basis at minimum; records of such shall be maintained for review;

e. Motor vehicles shall be equipped with appropriate fire extinguishers.

12. Qualifications

1) Staffing:

1. Program Manager

i. Certified Addiction Specialist

ii. Certified through CAADE, CADTP, or CCAPP

iii. Minimum of five (5) years experience

iv. Bachelor of Art (BA)/Bachelors of Science (BS) degree from an accredited university in management or social sciences preferred but not required

2. Direct Care/Paraprofessional Staff

i. Certified Addiction Counselor

ii. Certified through CAADE, CADTP, or CCAPP

iii. Minimum of two (2) years consistent experience

3. All technical and professional staff shall have a current and valid Basic

Life Support (BLS) certification

4. All proposed staff credentials shall be submitted to the COR for review and approval, before carrying out any duties in relation to this contract within 48 hours of hire date. Failure to do so may result in suspension of new Veterans into contract housing and suspension or termination of the contract.

13. Staffing

At minimum, there must be one (1) full-time Program Manager or his/her staff designee on duty or on-call available for emergencies 24 hours a day, 7 days a week, 365 days a year. Responsibilities include but are not limited to:

a. Management of the Contract

b. Management of program and facilities

c. Ensures fidelity of services

d. Ensures timely and accurate billing

e. Ensures timely submission of required documentation to VA

f. Coordinating for annual inspection of services with VA staff

g. Ensures program is staffed with the appropriate number of healthcare professionals in accordance with the contract to provide for and meet standards based on state guidelines

h. Current Basic Life Support (BLS) completed and in good standing

The Contractor must provide an appropriate number of qualified staff to carry out the policies, responsibilities, 7 days a week, and 365 days of the year. The contractor shall ensure that employees meet and maintain the qualifications needed to perform their duties to service the identified Veteran population. Program will be staffed with the appropriate number of qualified individuals in accordance with the contract to provide and meet the standards based on VA, state licensing, and Joint Commission guidelines.

14. Direct Care/Paraprofessional Staff

1) During the provision of service, the minimum staffing ratios and health-related requirements shall not exceed 20:2(20 clients to 2 staff members) per location.

2) Program will be staffed with the appropriate number of qualified healthcare professionals in accordance with the contract to provide for and meet the standards based on VA, state and federal licensing, and the Joint Commission guidelines.

3) Contractor will provide a 24-hour staffed residence with proper staff ratio for day and night supervision, adequate for the safety and oversight of all participants.

4) Anytime there is only one direct care staff member on duty, on the premises;

another direct care staff member shall be on call capable of responding within 30 minutes.

5) Staff behavior and interaction with residents must convey an attitude of genuine concern, caring, and respect.

6) When female Veterans are current residents, female staff must always be available for supportive services and needs.

7) Contractor shall ensure that employees meet and maintain qualifications needed to perform their duties and serve the identified Veteran population in accordance with this contract.

8) Staff members on duty must always be awake.

9) Monitoring staff will have the appropriate training including but not limited to the following:

1. Monitor of safety

2. All contract staff are required to be knowledgeable and accountable of every Veteran if questioned by VA COR or staff.

3. Contractor will provide accurate and detailed house reports from all facilities every day before 0730 hrs.

15. Standard of Conduct

The Government reserves the right to refuse acceptance of contract personnel whose personal or professional conduct jeopardizes the Veteran care. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, abuse, dereliction or negligence in performing directed tasks, or other abuse, or other conduct resulting in formal complaints directly by the Veteran or COR. Contractor shall maintain professional boundaries with Veterans. Contractor staff shall under no circumstances engage in sexual activities or sexual contact with Veterans or their family members, whether such contact is consensual or forced. Contractor and Contractor staff shall under no circumstances engage in any monetary transactions either in the form of lending or borrowing of money or purchasing goods with the Veteran. Contractor and Contractor staff shall under no circumstances take unfair advantage of any professional relationship or exploit Veteran 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.

Standards for conduct shall mirror those prescribed by current Federal Personnel

Regulations. A review current Federal Personnel Regulations can be found at http://www.opm.gov/hr_practitioners/lawsregulations.

Complaints concerning contract personnel’s conduct with Government employees or

Veteran patients shall be dealt with by the Contractor and COR. The Contracting Officer is the final authority on validating complaints. If the 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.

16. Subcontractors

All individuals that provide services under this contract and are not employees of the

Contractor will be regarded as Subcontractors. The Contractor shall be responsible and accountable for the quality of care delivered by any and all of its Subcontractors. The

Contractor shall be responsible for strict compliance of all contract terms and conditions without regard to who provides the service. The parties agree that the Contractors, its employees, agents and subcontractors shall not be considered VA employees. Please reference clause “Limitation on Subcontracting” included in section C of this solicitation.

17. Substitution of Personnel

The Contractor shall utilize the personnel named in its proposal to perform the services required under this contract. In the event that any of the personnel named in the proposal are unable to perform the duties of this contract, for any reason such as death, illness, resignation from the contractor’s employ, the contractor shall promptly submit to the

Contracting Officer and COR, in writing, a detailed explanation of the circumstances necessitating the substitution in 30 days. The Contractor shall submit this request in writing, along with 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 shall occur without any increase to the contract price and without delay in the performance or delivery of services to the Government.

http://www.opm.gov/hr_practitioners/lawsregulations

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, education, credentials 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 shall meet the Personnel requirements stated in the contract.

18. Contractor Liaison

The Contractor shall designate one employee who shall be responsible for the performance of the work under this contract. The Contractor Liaison shall have full authority to act for the Contractor on all matters relating to the daily operation of this contract. The Contractor Liaison may be personnel performing under this 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:

Fax:

Email Address:

19. Alcohol/Drug Screening

Contractor is responsible for ensuring their employees are not using alcohol or illegal drugs and may be subject to random alcohol/drug testing performed by the Contractor.

They are also subject to alcohol/ drug testing when there is a reasonable suspicion that they use or are impaired by alcohol or illegal drugs while on duty. Reasonable suspicion of alcohol/drug use or impairment includes, but is not limited, to the following:

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

b. A pattern of abnormal conduct or erratic behavior;

c. 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;

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

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

20. Patient Sensitivity

The Contractor shall respect and maintain the basic rights of patients, demonstrating concern for personal dignity and human relationships.

21. Health Requirements

The Contractor certifies that all contract employees have received the following testing/immunizations within the past year and shall maintain coverage during the contract period:

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

2. Rubella Testing – all contractor 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.

3. Immunizations – for purposes 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. Contract personnel shall not be allowed to perform duty until immunization documentation is provided to the COR.

4. Health Restrictions – Contractor personnel shall have not health or physical disability restrictions which shall interfere with the performance of duties.

As a condition of employment Occupational Safety and Health Administration (OSHA) requires that all contract personnel who shall have occupational exposure to blood, other body fluids, or other potentially infectious materials, shall receive Hepatitis B vaccine, sign a voluntary declination or have documented proof of immunity to Hepatitis B infection. The immunization shall be the responsibility of the Contractor at no cost to the

Government.

The Contractor’s personnel having patient contact or exposure to biological or pathological specimens shall be immunized against, be granted an immunization waiver or have documented proof of immunity to: rubella, mumps, polio and Hepatitis B. In addition, The Contractor’s personnel shall be free of infectious diseases (to include but not limited to active Tuberculosis and Viral Hepatitis) that might reasonably be expected to place other workers, patients or the public at risk.

The Contractor shall provide the Government with all the information necessary to ensure that Government records are maintained correctly and in compliance with The

Joint Commission (TJC), OSHA and the Center for Disease Control health records requirements, for each individual Contractor employee.

22. Ordering Activities and Offices

VA shall designate a Contracting Officer Representative (COR)/Liaison to monitor the contract performance and assist in contract administration. A delegation of authority letter delineating the responsibilities and limitations of the COR shall be provided to the

Contractor. Any commitments of changes, which affect the price, quantity, authority to amend or render a decision on questions of the fact in dispute and related contract administration problems are duties of the Contracting Officer and cannot be delegated.

The Contractor shall not accept any instructions issued by any other person(s) other than the Contracting Officer or the COR acting within the limits of his/her authority. Only those services specified herein are authorized. Before performing any service of a non-contract nature, the Contractor shall advise the Contracting Officer of the reasons for additional work. Changes to the Contract may be made only in writing by the Contracting

Officer.

23. Facility and Site Inspection

Contractor’s facility shall meet the required safety, licensing, and health codes/certifications. The Contractor shall provide proof of conformance to the following requirements:

f. Contractor’s facility conforms to the Life Safety Code, National Fire Protection

Association (NFPA) #101 standards:

http://www.nfpa.org/abouthecodes/AboutTheCodes.asp?DocNum=101&cookie%

Ftest=1

g. Contractor shall possess a valid Business License/Certification for the state where contract performance shall occur; (i.e.) California.

h. Contractor facility must have current Certificate of Occupancy permit or license as required by the authority that has jurisdiction to issue and must adhere to all applicable local, state, and federal laws (if applicable).

i. Contractor’s facility shall be wheelchair accessible.

j. Contractor must be in compliance with Americans with Disabilities Act Guidelines for Buildings and Facilities. http://www.access-board.gov/adaag/html/adaag.htm.

k. Facility shall not be co-located with other transitional or rehabilitative housing or programs.

l. Facility shall be located within a thirty (30) mile radius of the VALLHS campus.

m. Contractor’s facility shall have access to public transportation and it must be within reasonable walking distance.

n. Contractor shall provide facility lease or ownership documentation at the time of proposal…