36C26222R0032 Solicitation 18-Bed Transitional Housing VAGLAHS.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 97

36C26222R0032 12-17-2021

Rafael Cervantes, Contract Specialist 562-766-2281 01-18-2022

11:00AM

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

Greater Los Angeles Healthcare System

11301 Wilshire Boulevard

Los Angeles CA 90073

36C262

Department of Veterans Affairs

Network Contracting Office 22

4811 Airport Plaza Drive

Suite 600

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 Greater Los Angeles

Healthcare System (VAGLAHS).

Direct all questions via email only to Rafael Cervantes, Contract Specialist, at rafael.cervantes@va.gov no later than 12/24/2021 at 11:00AM (PST).

Offerors proposals will be submitted via email, clearly marked with RFP 36C26222R0032. Offerors proposals shall be be emailed to Rafael Cervantes, Contract Specialist, at rafael.cervantes@va.gov no later than 01/18/2022 at 11:00 AM

(PST).

See CONTINUATION Page

X X

X 1

Michael Kahyai, Contracting Officer

36C26222R0032

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 (NOV

2021)

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

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (NOV 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) 59

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)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 Price Worksheet

D.2 Wage Det. 2015-5629, Rev. 16, CA-Riverside, San Bernardino, 10/2/0/21

D.3 Contractor Certification: Immigration And Nationality Act Of 1952—As Amended

D.4 VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety

Protocols for Federal Contractors

SECTION E - SOLICITATION PROVISIONS

E.1 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018) ... 65

E.2 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS (NOV 2021)

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

COMMERCIAL ITEMS…………………………………………………………………………70

E.4 52.212-2 EVALUATION—COMMERCIAL ITEMS (NOV 2021)…...…………………..74

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

ITEMS (NOV 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 (NOV 2021)

E.11 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:

Company Name:

Address:

Phone:

Email:

b. GOVERNMENT:

Contracting Officer 36C262

Department of Veterans Affairs

Network Contracting Office 22

POC: Rafael Cervantes

Email: Rafael.cervantes@va.gov

4811 Airport Plaza Drive, Suite 600

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/ mailto:VA.Registration@Tungsten-Network.com mailto:vafsccshd@va.gov http://www.tungsten-network.com/us/

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 /

VAGLAHS Residential Housing and Supportive Services

(in accordance with the Statement of

Work)

18 Beds $

Total: $

Option Year One: TBD

Day

0002 Daily Room & Board /

VAGLAHS Residential Housing and

Supportive Services

(in accordance with the Statement of Work)

18 Beds $

Total: $

Option Year Two: TBD

Day

0003 Daily Room & Board /

VAGLAHS Residential Housing and

Supportive Services

(in accordance with the Statement of Work)

18 Beds $

Total: $

Option Year Three: TBD

Day

0004 Daily Room & Board /

VAGLAHS Residential Housing and

Supportive Services

(in accordance with the Statement of Work)

Option Year Four: TBD

Day

0005 Daily Room & Board /

VAGLAHS Residential Housing and

Supportive Services

(in accordance with the Statement of Work)

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.

1.1. The Department of Veterans Affairs has been providing direct and specialized services for homeless Veterans for over 25 years. The Secretary of the VA has set a zero-tolerance policy for homelessness within the Veteran population since 2009. The plan to end homelessness among

Veterans includes planned increases to the capacity of existing programs and an increase in services offered to Veterans. New models of care not previously offered by The Veteran Health

Administration are also being implemented.

1.2. The intent of this contract is to engage a community provider to provide residential housing and supportive services for up to 18 female homeless Veterans within the Veterans Affairs Greater

Los Angeles VA Healthcare System (VAGLAHS) Health Care for Homeless Veteran program.

1.3. Veterans are referred to the Contractor by VAGLAHS staff, other community agencies or the

Contactor’s outreach efforts. The referrals will be based on the Veteran’s demonstrated need for case management and supportive services to stabilize mental health, substance abuse, medical and/or other co-occurring serious psychosocial issues before expediently being placed in secure and permanent housing.

1.4. Veterans may access transitional housing programs directly and through referrals in the community. The program will target Veterans who are engaged in care through a collaborative partnership among the VAGLAHS, the Los Angeles Coordinated Entry System Service

Providers, Los Angeles Homeless Services Authority, and other Veteran-specific programs that target homeless Veterans.

1.4.1. Referrals:

2. GENERAL CONTRACT REQUIREMENTS.

2.1 The Contractor shall rapidly house female Veterans requiring residential housing and supportive services at the VAGLAHS, addressing mental health, substance abuse and other psychosocial problems. Ultimately, the goal is for Veterans to actively search for and obtain permanent housing within 6 months.

2.2 The Contractor shall provide services for up to 18 single female Veterans, who are VA healthcare eligible and experiencing homelessness or at risk of becoming homeless, i.e., received an eviction or no longer able to reside at their existing housing situation.

2.2.1 Be eligible for VA healthcare as determined by the local VA medical center and through

Squares.

2.2.2 Be determined to be homeless based upon the McKinney-Vento Act definition by the local VA medical center HCHV program. See Reference section.

2.3 A VAGLAHS HCHV Liaison will be assigned to the Contractor who shall act as the clinical liaison between the Contractor and VAGLAHS.

2.3.1 The Contractor shall provide a private, nonshared office with adequate space for the

VAGLAHS HCHV Liaison to meet with the Veterans.

2.4 Contractors are urged in the strongest terms to carefully review the requirements outlined in the

Statement of Work to ensure that all criteria within can be met in a timely fashion.

3. PERIOD OF PERFORMANCE. The period of performance for this contract will be for a Base year

PLUS four (4) Option Years.

4. CONTRACT TYPE. Firm Fixed Price Indefinite Delivery/Indefinite Quality.

5. PLACE OF PERFORMANCE. Space allotted for sleeping, eating, case management, and clinical services shall be provided by the VAGLAHS on the campus of the VAGLAHS medical center located at 11301 Wilshire Blvd., Los Angeles, CA 90073. The space shall be on the first floor of

Building 257, east corridor. The program location is crucial to ensure that Veterans can attend appointments scheduled in various VAGLAHS clinics and return to transitional housing in Bldg. 257 with minimal barriers.

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

7. GOVERNMENT FURNISHED PROPERTY. Government furnished property shall be provided where indicated in Section 9 below. The Government will also provide the temporary housing facility, dumpsters and utilities including water, electricity, and sewage. The VA will be responsible for all plumbing needs. All other equipment and furnishings required to fully execute the Contract shall be provided by the Contractor.

8. 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 evaluate the performance of the contract through quarterly and annual performance reviews. Failure to comply with the SOW could potentially lead to negative performance evaluation findings which could lead to contract termination if not corrected through a Corrective Action Plan.

9. SERVICES TO BE PROVIDED

9.1 Residential Services.

9.1.1 The Contractor shall provide housing and supportive services to female Veterans under this contract which is required to ensure the safety and privacy of these Veterans, see also

9.1.7.

9.1.1.1 The VA shall provide a separate and secure access to the building for staff, residents, and other employees: there are two points of entry/exit from program and one point of exit from the program.

9.1.1.2 Points of entry/exit from the NORTHEAST patio of building 257: The main point of entrance into the program is through an outdoor adjacent patio space. The VA will ensure the gate can open with a crash bar for exiting/emergency exiting purposes and to eliminate the opportunity of unauthorized entrance and access control. It will have a latching system secured in such a way that no one can extend their arms from outside and unlock the door. The VA will install a Cipher lock with keypad at the gate so participants and/or staff can enter with a code. Contractor will have security at the gate to monitor entrance/exit of the program during business and weekends hours from 8am to 8pm. The Contractor shall post program contact information at the gate or adjacent patio wall for anyone who presents after the 8pm curfew. All employees/ other employees and residents will be wanded, and bags/packages inspected at each entry/re-entry.

At the second entry, there is a door located on the exterior wall of the building within in the patio area, the Contractor shall provide video & speech intercom with buzzer plus remote door opener, such as an AI

Phone system to the monitor’s office so they are able to monitor the patio area and see individuals who are directly entering the building.

9.1.1.3 Point of exit from the program: The exit CRRC/program door, is positioned inside building 257, at the access which separates the CRRC and the program. It will have restricted access from the other parts of the building and the CRRC side. The door will remain locked from the

CRRC side and an alarm shall be installed which will sound if opened from the program side.

9.1.1.4 The VA shall secure privacy screens through Volunteer Services which will provide privacy to the adjacent patio quad area.

9.1.2 The VA shall provide furnishings for the facility bedrooms, which shall include dressers with locking units, beds (no bunk beds) and a lamp only. The Contractor shall provide tables, chairs, refrigeration for medication and food, office furniture, lounge area furniture and all office supplies.

9.1.3 The VA shall provide the housing and ensure equipment are maintained in a sanitary manner free from pests, insects, and vermin.

9.1.4 The VA will ensure there is electricity to the program. The Contractor shall provide cable services in the dining area and WIFI throughout the program.

9.1.5 The VA will request 4-computers from Volunteer Services and the Contractor will be responsible for the computers network infrastructure. If the computers are not accessible through Volunteer Services or their other means, it will be the Contractors responsibility to purchase 4 computers for the participants. Also, see section 9.1.10.5.7

9.1.6 The VA shall provide sufficient electrical sources to permit use of essential electrical appliance while assuring safety from fire.

9.1.7 An outdoor adjacent patio space has been provided by the VA solely for the female

Veterans admitted into the program. The VA will request from Volunteer Services, outdoor lounge furniture to consist of at minimum: a table with 4 chairs with an umbrella, two chaise lounges, a collapsible umbrella with post. If the furniture is not accessible through Volunteer Services or their alternative means, it will be the Contractors responsibility to purchase the outdoor lounge furniture. The Contractor will maintain the furniture as received and in good condition while in use for program’s purposes or replace when needed or by contract termination/closure if not in good condition. The

VA shall provide two large trash receptables to remain in the outside lounge area.

9.1.8 There are 4 existing lockers in the quad area which will remain for participant use: this will provide 2 additional outdoor storage space units during their stay. Any units left over can be used by the Contractor for storage, however participant usage will take priority. The Contractor will have the sole responsibility of purchasing, maintaining, and issuing/retrieving the locks the participants will use to lock the outside lockers. The

Contractor will maintain these lockers as received and in good condition while in use for program’s purposes.

9.1.9 The Contractor shall provide all bathroom supplies including shampoo, shower and hand soap, toilet paper, toilet seat covers, mirrors, paper towels, trash receptacles and trash bags throughout each Veteran’s stay/duration of the contract.

9.1.9.1 Health and personal hygiene supplies for Veterans throughout their stay

(i.e., dental products, hair products, soap and shave products, deodorant products, mild wound care products and feminine products).

9.1.10 The Contractor shall provide the following to Veterans referred and admitted to the facility:

9.1.10.1 A safe, secure, and readily available place for each Veteran to store belongings (e.g., a locking closet, a locking armoire, a wall or outside locker) chairs, tables, and locks if necessary.

9.1.10.2 Linens including sheets, pillowcases, towels, blankets, and pillows. The

Contractor shall provide clean linens during a weekly linen exchange for all

Veterans. Routine linen cleaning shall not be conducted onsite. Contractor shall have spare linens to replace linens requiring cleaning between regularly schedule cleaning days.

9.1.10.3 The Contractor will provide a fully functioning washer/dryer units on site.

The Contractor will be fully responsible for the unit’s maintenance, upkeep, and care. The Contractor shall provide adequate amounts of laundry detergent. Hypo-allergenic detergent may be required for medical reasons as prescribed.

9.1.10.4 Health and personal hygiene supplies for Veterans throughout their stay (i.e., dental products, hair products, soap and shave products, deodorant products, mild wound care products and feminine products).

9.1.10.5 Contractor shall ensure the facility provides a clean and comfortable environment of care that meets the following conditions:

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

9.1.10.5.2 Provides each resident an acceptable place to sleep that is in compliance with appropriate codes and regulations.

9.1.10.5.3 Provides sufficient sanitary facilities to residents that are in proper operational condition, may be used in privacy and are adequate for personal cleanliness and the disposal of human waste.

9.1.10.5.4 Provides adequate heating and/or cooling in all parts of the facility; must achieve <75 degrees Fahrenheit for cooling and

>69 degrees Fahrenheit for heating.

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

9.1.10.5.6 Provides that the facility has a warm, welcoming, and respectful atmosphere through its lighting and décor; furniture will be well maintained and comfortable.

9.1.10.5.7 Contractor shall provide a common area with books and reading material; Computer lab with 4 working computers to learn and enhance Veterans’ computer skills and a recreation area for engaging with other members.

9.1.10.6 Contractor shall maintain a clean and comfortable environment of care that meets the conditions stated herein. Contractor shall bear all costs associated with ensuring compliance with these requirements. Contractor must ensure that it has sufficient operating funds to maintain the facility according to the requirements of this contract. As stated, the VA will be responsible for underground plumbing, electrical issues/needs, anything related to the air conditioning and the heating system or gas line and the water supply since the program is located on the grounds of the WLA-VA campus.

9.1.11 The 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:

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

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

9.1.11.2.1 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.

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

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

9.1.11.3.2 Assertive engagement by the staff with clients regarding these problems is the preferred course of action to deal with the common problems of the Safe Haven model/facility.

9.1.11.4 Suspected or known drug or alcohol use or relapse by one or more residents should be addressed with interventions based on the Safe Haven model.

9.1.11.5 On-site contraband, weapons, drug, or alcohol related paraphernalia (i.e.:

found alcohol, drugs, drug “works,” etc.) should be confiscated and addressed with interventions based on the Safe Haven model, which shall include either reporting to the VAPD for discarding procedures (such as bottles/drugs and paraphernalia) or storing (i.e.: items that could be used as a weapon such as a screwdriver) in a locked/safe place where Veterans can retrieve it upon their discharge.

9.1.11.6 Safe prescription medication storage and handling, including specific provision for prescribed controlled substances.

9.1.11.7 Room inspections, including methods and frequency.

9.1.11.7.1 Regular room checks should occur with a strong focus on maintaining a safe environment that promotes the well-being of all residents. Increased room checks and safety planning for

Veterans determined to be high-risk is required with supporting documentation.

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

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

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

9.1.11.11 These policies and procedures must be communicated to the Veterans and contract staff both verbally and in writing in a manner that is understandable to them upon admission to the facility. This communication must be documented in the Veteran’s Client record. It is the Contractors responsibility that all contract employees and subcontractor employees understand these policies and procedures upon initiation of the contract and should renew understanding annually.

9.1.12 The Contractor shall provide the residential services described in this section to female

Veterans as listed above and ensure their safety and privacy.

9.2 Subsistence. The Contractor shall provide all food and beverages for Veterans residing at the facility including three (3) meals per day and snacks. The Contractor shall maintain a clean and comfortable environment of care that includes subsistence meeting the following conditions:

9.2.1 Meals that meet the nutrition and dietary guidelines of the United States Department of

Agriculture found at: https://www.choosemyplate.gov/ .

9.2.2 Nutritious snacks between meals and at bedtime shall be available for those requiring or desiring additional food when it is not medically contradicted. All food shall be stored, handled and served in a safe and sanitary manner that meets accepted industry standards and guidelines.

9.2.3 The Contractor shall provide meals, prepared off-site and brought onto the VA campus.

The Contractor will be responsible to ensure food is stored as per requirements of

Nutrition with regards to proper heating and refrigeration (warmer(s)/ice box or refrigeration units). The Contractor shall provide tables and chairs, all eating utensils, cups, plates, bowls, and napkins. Contractor shall also provide trash receptacles and trash bags in the dining area and dispose of the trash after all meals. The VAGLAHS shall provide trash dumpsters nearby to dispose of trash.

9.2.4 Contractor will provide alternate meal options for special dietary needs, such as kosher, diabetic, allergies, medically indicated, vegetarian. Contractor will ensure Veterans eating such an alternate diet are provided with complete nutrition.

9.3 Medication Management: Medications that a Veteran brings into the facility or is prescribed while in the care of the Contractor shall be managed in accordance with the following:

9.3.1 All medications shall be surrendered to the program for storage and maintenance, unless clinically indicated to be carried on the Veteran’s person.

9.3.2 Medications including but not limited to controlled substances shall be properly stored and controlled in a double locked storage unit, unless clinically indicated to be carried on the Veteran’s person.

9.3.3 Contractor shall provide a centralized area to store medications and maintain logs for all received medications stored by the program on behalf of Veterans.

9.3.4 Contractor shall have a written policy regarding the use of prescribed medications by program’s Veterans. Such policy shall not preclude the licit use of prescribed medications.

9.3.5 All medication will be self-administered by the Veteran and monitored by program staff during posted hours and as prescribed by physician’s orders. Veteran will initial the https://www.choosemyplate.gov/

Contractor’s medications log upon self-administering medication to verify the count of medication.

9.3.5.1 Contractor shall include in their policy, measures taken for Veterans who are prescribed medication(s) but will be gone during posted hours.

9.3.6 Contractor shall maintain copies of any medical prescriptions issued by VA physicians or VA providers licensed to prescribe medications or community providers, including orders, if any, for medications to be taken.

9.4 Janitorial Services. The contractor shall manage daily cleanliness of the entire temporary housing facility, including bathroom, shower, dining facilities, sleeping areas, and all common areas. The Contractor shall also ensure the outside of the facility, at least 30 feet perimeter, is kept clean and free from debris. The Contractor shall provide daily trash removal from the trash receptacles inside and outside the facility. The Contractor shall empty trash receptacles when they are full regardless of when daily trash service is scheduled. The contractor shall provide cleaning supplies to accomplish daily cleanliness; the COR will inspect the facility for cleanliness and report deficiencies to the Contractor and VAGLAHS. VAGLAHS shall provide dumpsters for the Contractor to dispose of the trash.

9.5 Transportation. The contractor shall provide transportation for Veterans to attend appointments at or off campus of the VA Medical Center, and appointments for potential housing placements, benefits agencies, and meetings with landlords. Transportation may include assistance in obtaining Metro-cards, bus fare, or local subsidized transportation services such as Access, Lyft, etc., however if not in place or until in place, the Contractor is responsible for providing transportation service.

10 SAFE ROOM:

10.1 The Contractor shall:

10.1.1 Have a “Safe Room” for Veterans who enter the program inebriated or exhibiting or engaging in behaviors requiring their separation from the general population. Those

Veterans shall be kept separate from the other Veterans to allow for sobering/quiet time until they have been cleared to return to the general population of the Contracted

Residential Service Program.

10.1.2 Ask inebriated Veterans who enter the program to provide a UA or breathalyzer for documentation purposes. If the Veteran refuses to provide the UA, the Contractor shall not refuse services to the Veteran.

10.1.3 Determine if the Veteran is in need of immediate emergency services for medical attention. If medical attention is required, the Contractor shall call 911 and contact the

COR/HCHV Liaison. If after hours, an email shall be sent for notification.

10.1.4 Place the Veteran in the Safe Room if determined that the Veteran is not in need of immediate medical attention.

10.1.5 Monitor Veterans who are placed in the “Safe Room.” Veterans shall be physically checked every 30 minutes during the first 12 hours. Close observation and physical checks shall continue beyond the initial 12-hour period for as long as the Veteran appears inebriated. Documentation of physical checks should be maintained with a brief description of Contractors observations in the Veteran’s record. As needed, the

Contractor shall conduct a re-assessment, urinalysis and/or breathalyzer to determine appropriateness of Veteran returning to the general population of the Contracted

Residential Service Program.

10.1.6 Contact the local emergency response system then follow up with a phone call to the assigned COR/HCHV liaison in all cases relating to signs of withdrawal and/or acts of violence.

10.1.7 The safe room shall be furnished with the following:

10.1.7.1 One single bed per occupant.

10.1.7.2 Proper bedding, i.e., fitted sheets, blankets, pillows.

10.1.7.3 Immediate accessibility to restrooms facilities.

10.1.7.4 Immediate accessibility to staff in case of emergency.

11 THERAPEUTIC AND REHABILITATIVE SERVICES: Each Veteran will have an Individual

Service Plan (ISP) completed by the Contractor with input from the Veteran. Therapeutic and rehabilitative services will be stated in the plan of care. Services which the Contractor must be able to furnish or provide shall be detailed in the QASP and will include:

11.1 Group Activities: Structured group activities, as appropriate, shall occur at least 10 times per week – examples include group therapy, life skills training, social skills training, financial workshops, Alcoholics Anonymous, Narcotics Anonymous, vocational counseling, financial planning and budgeting and physical activities as appropriate. In addition, Contractor shall facilitate a “House Meeting” once per month. In the event of a pandemic (i.e.: current state of COIVD) and/or should a Veteran have mental health, medical, family and/or employment obligations which directly conflicts with this requirement, alternate group activities will be arranged and/or the Contractor will clearly document efforts made to accommodate the

Veteran. Also, the house meeting will be converted to a monthly newsletter/flyer to include what would have been the updates and information provided during the monthly House meetings to the Veterans. Contractor will coordinate provision of group activities with VA

HCHV Liaison.

11.2 VA Coordination: Collaboration and coordination with VA program staff, as needed, will include coordination of supportive psychosocial services and housing. In particular, coordinated efforts must be made with the HCHV Liaison around medical, mental health, admission and discharge needs.

11.3 Case Management: A thorough written Individualized Service Plan (ISP) will be developed within ONE WEEK of admission for each Veteran and reviewed and/or updated monthly.

This will include structured individual case management, at minimum, weekly including counseling on self-care skills, adaptive coping skills, financial planning, permanent housing search, written care plan, referral for financial benefits. Additional counseling may include professional and vocational rehabilitation counseling in collaboration with VA programs and community resources.

11.3.1 In addition, special attention will be made to address High Suicide Risk (HSR) Veterans as identified by the VA HCHV Liaison, VA Mental Health Staff and/or the contracted

Case Manager or Licensed Clinical staff.

11.3.1.1 On a weekly basis the contracted treatment team (case manager & Licensed

Clinical staff) will be required to update the VA HCHV Liaison on the

Veteran’s progress and/or safety concerns for HSR Veterans. Contracted case manager will review the HSR Safety Plans with the Veteran on a weekly basis. HSR Safety plan reviews and a copy of the Veteran’s Safety Plan will be documented in the chart.

11.3.2 All Veterans will be referred to VA for Primary Care and Mental Health appointments, with the assistance of the VA liaison, and Contractors will support Veterans in making initial and subsequent appointments. Efforts will be documented in the Veterans ISP and reviewed by the HCHV Liaison at least monthly. If the Veteran refuses such referral, the Contractor shall assist the Veteran with appropriate community-based services and documentation efforts and appointments within the Veteran’s Client Record.

11.3.3 All Contractors will provide proper documentation verifying services and case management efforts by all team members including, but not limited to housing, benefit and employment specialists, and program management staff. There will be an expectation that notes are written professionally in a format that utilizes the clear settings of goals and documents progress towards those goals (i.e., SNAP, SOAP, with

SMART goals).

11.4 Permanent Housing Search: Programs are required to provide Veterans with direct and ongoing assistance in achieving permanent housing. Permanent Housing is a primary goal of the

HCHV CRS program, therefore plans for Veterans’ transition to permanent housing placements must be clearly reflected in each ISP and in weekly case management notes.

11.4.1 As part of this plan, Veterans’ housing history and needs must be assessed through a formal and thorough Housing Assessment completed within 3 business days of program admission. Housing Assessments must identify Veterans’ housing history, strengths

(i.e., positive prior rental history), and barriers (i.e., Unlawful Detainers). Should

Veteran refuse to engage with program staff regarding plans for permanent housing transition, motivational interviewing and other therapeutic techniques will be used to address Veteran ambivalence.

11.4.2 All efforts to engage Veteran regarding housing plans, options, and resources shall be clearly documented. Contractor staff must provide direct assistance to Veterans in developing permanent housing plans and accessing appropriate housing resources.

11.4.2.1 These services shall be provided weekly through one-to-one case management. Recommended housing services include, but are not limited to:

1) Creating a Tenant Portfolio with Veteran that contains all relevant documents required in the rental process; 2) Researching and reviewing affordable housing rental options and Permanent Supportive Housing (PSH) program offerings, and assisting Veterans with making appropriate rental inquiries and submitting completed rental applications; 3) referring Veterans to complete a VI-SPDAT to determine VASH referral consideration/referral/admission; 4) Conducting regular and individualized housing advocacy efforts, including transportation, assistance scheduling, and troubleshooting where rental barriers or denials occur in the housing search process.

11.4.2.2 All housing efforts by Contractor shall be documented clearly and presented to the HCHV Liaison upon request. Mere communication with Veterans regarding housing, without subsequent Contractor staff action and follow-up, shall not on its own be sufficient in meeting the above requirements.

11.5 Financial Planning: Referral to and follow up on all potential financial resources the

Veteran may be eligible for (i.e., SSI, SSDI, Food Stamps, NSC pension/VA benefits, GA, etc.). Case Managers will document all structured activities that support Veteran in developing a short- and long-term plan to understand and address their current financial situation and how to improve it. Financial planning efforts may be accomplished in group but preferably through one-on-one case management services. At minimum four financial planning activities appropriate to the Veterans individual circumstance must be documented monthly.

11.6 Employment Services: Referral to all relevant employment opportunities the Veteran is eligible for and interested in. Case managers will document all structured activities that support Veteran in applying for employment as appropriate based on needs of the Veteran as identified in the initial assessment.

11.7 Recovery: Support for an alcohol/drug abuse-free lifestyle provided in an environment conducive to social interaction and the fullest development of the resident’s rehabilitative potential. Assistance to gain and to apply knowledge of the recovery process in an environment supportive of recovery models including a focus on Harm Reduction rather than strict abstinence and supportive of a Housing First approach. Pursuant to these principles, drug testing may not be used to discharge or discipline a Veteran but may be used as a clinical intervention to modify behavior.

12 ADMISSIONS, LENGTH OF STAY AND DISCHARGES

12.1 The Contractor shall stabilize an admitted Veteran’s medical, mental health, substance abuse and other psychosocial problems—by expediting placement into safe, supportive housing.

12.2 The Contractor shall admit Veterans referred to the Contractor by the VAGLAHS HCHV

Liaison, WLA & Community Emergency Departments, community providers, through the

Coordinated Entry System Case conferencing or Contractor or other Outreach staff as appropriate. Contractor outreach should include street outreach efforts and are not inclusive of Veteran referrals gained through in-reaching at the Welcome Center or other

VA clinics.

12.3 Contract staff shall engage in Outreach services, including street outreach efforts, and assist homeless Veterans in seeking housing placement, treatment and supportive services which is a key element of this contract. Therefore, management of program dropout will be an element of the quality assurance review of this program.

12.4 Except as due to a lack of available beds, the Contractor shall provide Veterans SAME

DAY admission to housing and services Monday through Sunday from 8am to 8pm.

Veteran healthcare eligibility and date of admission shall be approved and confirmed by the

VAGLAHS HCHV Liaison within 2 business days.

12.4.1 The Contractor shall use in SQUARES to assist in determining eligibility.

Veterans who are healthcare eligible shall be admitted into the program only. If the Veteran is deemed ineligible after their admission, the Contractor shall assist the Veteran is locating immediate placement into alternate transitional or emergency housing.

12.4.1.1 The Contractor cannot bill for ineligible Veterans once ineligibility status is determined. The VA liaison is ultimately responsible for confirming a Veterans healthcare eligibility within 24-hours of admission notification.

12.5 Referral:

Contractor shall ensure all Veterans referred and considered for admission for program placement, shall have the following upon their presentation to the program:

-TB test (at minimum initiated)

-COVID negative test

- Homeless verification letter

- Columbia assessment (if referred by the VA)

-Referral to Transitional Housing (if referred by the VA)

12.6 Intake Packets: All Veterans must receive an intake packet within 36 business hours which includes, at minimum, the following information:

12.6.1 Description of the Contractors services.

12.6.2 Grievance Policy.

12.6.3 Release of Information form

12.6.4 Emergency procedures.

12.6.5 Patient rights and Reasonable Accommodation.

12.7 Grievance Procedures: Programs must have an internal grievance process that Veterans can use to resolve conflicts within the program. Programs must have written policies and procedures for resolving grievances, including a statement regarding the client’s right to request reasonable accommodation, and must post them in a conspicuous place that is accessible to clients. In addition, each client shall receive a copy of the grievance policies and procedures, upon intake and upon receiving a warning or discharge notice.

12.8 Occupancy: It is expected that Contractor beds will be maintained at an average minimum of an 85% occupancy rate but at a preferred rate of 90% as calculated based upon number of bed nights available per quarter. If this rate is not consistently attained a

Performance Improvement Plan (PIP) will be developed by the Contractor as part of the

QASP and/or process improvement plan. This will be reviewed weekly during the meeting minutes conference.

12.9 Extensions: Contractor shall work with Veterans to find permanent housing suitable for the Veteran within 6 months from the date of admission. Contractors may not bill for per diem for Veterans whose length of stay exceeds 6 months from the date of admission without prior approval from the VAGLAHS HCHV Liaison. The VAGLAHS HCHV

Liaison will not approve per diem for lengths of stay beyond 6 months from the date of admission unless:

12.9.1 There are extenuating clinical circumstances beyond the Contractor’s control that are barriers to the Veteran’s placement in housing.

12.9.2 There is documented evidence that the Contractor has exhausted every effort to place the Veteran in housing sooner.

12.9.3 The VAGLAHS HCHV Liaison concurs that the Veteran will continue to derive therapeutic benefits from a continued stay at the CRS.

12.9.4 The VAGLAHS HCHV Liaison has been appropriately advised of these efforts no less than 30 days prior to the 6 months limit.

12.9.4.1 The Contractor shall submit a request for an extension 30 days prior to the 6 months housing limit in writing to the HCHV liaison. The

HCHV liaison will approve or deny the extension and notify the

HCHV CRS staff within 72 hours of receipt of the written request.

12.9.5 Extensions will be limited to up to two (2) consecutive extensions beyond the 6 months stay limit.

12.9.5.1 Extension are reviewed, considered and approved independent from one another and the 2nd extension, if approved, is not guaranteed or based upon if the 1st is approved. However, a 2nd extension can only be requested contingent upon the existence of a 1st extension being approved.

12.9.5.2 Each extension can be offered for up to 3months each. For a total of 6 additional months in the program if clinically necessary and preapproved.

12.9.5.3 The 2nd extension request must be received 30 days prior to the end date of the initial approved extension.

12.10 If a Veteran’s length of stay reaches 6 months from the date of admission, and there is no approval from the VAGLAHS HCHV Liaison for continued per diem based upon a clinical need or a denial decision is made, and the Veteran has not secured housing; the

Contractor shall continue the Veterans stay and retain the responsibility for finding suitable transitional or permanent housing in the community within 30days. The

Contractor cannot bill for the Veteran during this time.

12.10.1 The VAGLAHS HCHV Liaison will not approve per diem for lengths of stay beyond 6 months from the date of admission if either extension is not approved or after the 2nd extension is exhausted. The Contractor will have sole responsibility of all services and support provided to the Veteran.

12.11 Discharges. Veterans may be discharged from the contract for positive/partial positive, negative or administrative reasons. The date of discharge must be approved by the

VAGLAHS HCHV Liaison for billing purposes. The Contractor shall provide discharge planning and referrals for each Veteran, regardless of character of discharge from the facility, to appropriate community resources and services based upon a team assessment of health, social and vocational needs and the involvement of Veterans’ families as appropriate. Discharges will be characterized as follows:

12.11.1 Positive Discharge.

12.11.1.1 The Veteran has been successfully placed as anticipated in permanent housing or reunited with family permanently and has met the goals of her Individual Service Plan within 6 months or less.

12.11.1.2 The Veteran has been successfully placed as anticipated in permanent housing, or reunited with family permanently, and has met the goals of her Individual Service Plan in a timeframe greater than 6 months from the date of admission and the VAGLAHS

HCHV Liaison has approved continuation of per diem payment.

12.11.1.3 Partial Positive Discharges are: The Veteran has successfully completed some components of the program if they have resided in the program for 60 days of placement and have accomplished at least one goal.

12.11.2 Neutral Discharge

The Veteran has been transferred to an alternate level of care with concurrence and approval from the VAGLAHS HCHV Liaison for medical, mental health or substance abuse treatment, or other transitional housing programs to better meet the Veteran’s clinical needs. The Veteran shall be transferred within 7 days of program admission to count towards this measure.

12.11.3 Negative Discharge.

12.11.3.1 All Negative Discharges must be documented, discussed, and approved by the VAGLAHS HCHV Liaison prior to the Veteran’s discharge, or

12.11.3.2 The Veteran has absconded from the VAGLAHS facility and their whereabouts are unknown (AWOL). (Note: Veterans who leave the facility without giving notification will require additional outreach from the Contractor to attempt to locate Veteran and reengage in services. Outreach efforts shall be documented) or

12.11.3.3 The Veteran has had more than one episode of onsite drug or alcohol use at the facility; has failed to engage in or accept treatment alternatives, and subsequently discharged to maintain a safe and sober environment at the facility or

12.11.3.4 The Veterans length of stay has exceeded 6 months from the date of admission and the VAGLAHS HCHV Liaison has not approved continuation of per diem payment. Please see extension section.

12.11.4 Unacceptable Discharge.

12.11.4.1 All Unacceptable Discharges must be documented, discussed, and approved by the VAGLAHS HCHV Liaison prior to the Veterans discharge.

12.11.4.2 The Veteran participant is discharged to a homeless shelter or drop-in setting after a length of stay greater than seven (7) days from the date of admission, unless there is concurrence from the VA HCHV

Liaison that no other alternatives are feasible due to circumstances beyond the Contractor’s control.

12.11.4.3 The Veteran participant is discharged to the streets at any point in time after the date of admission and under any circumstances.

12.11.5 Performance expectations regarding discharges are as follows:

Type of Discharge

Performance Expectation Review Period

Positive discharge 53% or greater of all Veterans admitted to the program

Every 90 days (each quarter) from the date of the contract award.

Administrative discharge No more than 30% of all

Veteran participants admitted to the program

Every 90 days (each quarter) from the date of the contract award.

Negative discharge No more than 23% of all

Veterans admitted to the program.

Every 90 days (each quarter) from the date of the contract award.

Unacceptable discharges Zero (0) occurrences Every 90 days (each quarter) from the date of the contract award.

A Performance Improvement Plan will be developed between Contractor and VA HCHV

Liaison if program is not meeting measures as listed above.

13 STAFFING.

The Contractor shall employ sufficient staff to meet contract requirements 24 hours per day, every day, including holidays. Contractor shall identify all staff required per the Statement of Work and have them in place and available to provide the full range of case management and onsite services to

Veterans prior to receiving Veteran referrals and invoicing for payment.

The director of the program, clinical supervisor and case management staff resumes shall be submitted to the…