Amendment 0001 to RFP 36C26222R0094_QandA.docx

Amendment 0001 to RFP 36C26222R0094 Questions and Answers The following are answers to questions received in response to RFP 36C26222R0094 for Housing Specialist Services under HUD-VASH Program for VA Greater Los Angeles Healthcare System (VAGLAHS).

1. Is this a new solicitation? If not, what is the contract #/contractor name?

This is a new requirement.

2. For clarification, no case management is needed, just Housing Specialists?

Yes.

3. Is there a Staff to vet ratio?

No.

4. What are the qualifications needed for the Housing Specialists? Does the Government have minimum requirements?

There are no stated qualifications. However, the Government desires a contractor with Housing Specialist experience per paragraph 2 of the Performance Work Statement (PWS).

5. Will they have to go through VETPRO?

No. The PWS is hereby amended to add, paragraph Eleven (11) which shall read, “Contractor Staff working directly with referred Veterans shall complete VA background/security procedures including: A security/background investigation via National Agency Check with Written Inquiries (NACI) and a Special Agreement Check (SAC) which includes electronic fingerprinting for Housing Specialists working with Veterans. In order to complete this background check, the Contractor must provide staff member’s date of birth, social security number, hair color, eye color, home addresses and complete other documentation to the Contractor. U.S. Citizenship or legal resident status will be verified as part of this process. Only staff with licenses require VetPro.”

6. The projected start date is June 1. Is the government open to giving winning vendors a 60 day phase in?

There will be no formal phase in.

7. The RFP says up to 1500 veterans. What is the historical number of vets placed within a monthly basis/yearly basis? If this is a continuing interest, how many veterans were placed with the current vendor(s), per year?

On average VASH houses 1200 Veterans per year.

8. The schedule (B.2) states we can only invoice for fully executed leases. Is this correct?

Yes.

9. What/where (zip codes or city names) is the Los Angeles catchment area?

We service all of Los Angeles County, Kern County, Ventura County, Santa Barbara County and San Luis Obispo County.

10. How many awards does the government plan to give for this RFP?

Information is not available at this time.

11. Will the winning vendor(s) be meeting with the COR on a weekly basis? or are the weekly reports enough?

We typically do ask for a weekly conference with the COR but this could be reduced to biweekly or monthly with weekly reports, if agreed upon by vendor and COR and if performance on the contract is rate satisfactory or better.

12. Will the vets be required to meet the housing specialists a minimum amount of times (either in person or remotely)?

Veterans in the housing stage are considered in intensive case management. We would encourage but not require weekly contact to help the Veteran obtain housing. Additionally, the expectation is that the housing specialist keep the VA VASH team updated on a weekly basis pertaining to the status of their work with the housing search.

13. Once a fully executed lease is signed, will there be follow up from the vendor to the vets? Or is this where case management picks up?

Follow up will not be required once the lease is signed, that is where Case management will take over unless the vendor needs follow up for a customer satisfaction survey.

14. Would we be interacting with any ancillary support for the veteran (ie, social workers, case managers, etc)?

Yes. See paragraph 2 of Performance Work Statement (PWS).

15. Will the housing specialists use any VA software such as CARES or any other database(s)?

No.

16. Will/Can the VA provide space for vendors to meet the vets?

Yes. Vendors can meet with Veterans using VA conference rooms. We just ask that they communicate this with our VA VASH managers to ensure there is space available to accommodate them on the days/times they would like to meet with Veterans.

17. Will the vendor be involved in the intake process (into HUD VASH) or will we enter the process once the veterans obtain the housing voucher?

The contractor shall only be responsible with meeting the terms and conditions of this contract as stated in the PWS.

18. Are the housing specialists obligated to any standing meetings with the VA on an ongoing basis?

The housing specialist shall keep the Veterans assigned case manager/Peer specialist updated on a weekly basis regarding their housing search status.

19. How many vets/vouchers will be assigned to the vendor each month? Will it be 125 per month? How will this be done? Will we get a set amount of vets/vouchers each month to be replaced once leases are executed? Is it possible to get a set amount each month to be replaced as vets are placed? This will help with stability/staffing/budget.

The number of vouchers assigned will depend on the total number of awards. VA VASH Supervisors will make referrals to the Vendor POC via email.

20. What is the matrix the VA will use to determine if the contract/vendor is successful/compliant? The percentage of placement? (100%? 90%? etc.)

The goal is that at least 65% of Veterans referred are housed within 90 days.

21. Is there minimum requirement in terms number of fully executed leases?

No.

22. When calculating the rate, are we including all costs like staffing, transportation, client assistance, etc.?

Yes.

23. If we’re a current VASH/SSVF Contractor and assist the veteran with receiving a fully executed lease are we able to bill under this contract?

No, this is a separate contract.

24. Is there any consequence for not meeting the 45 day lease up requirement? Will payment be withheld?

You are paid only for successful lease ups. The goal is that at least 65% of Veterans referred are housed within 90 days.

25. If 45 day lease up is not met are extensions provided?

The goal is that at least 65% of Veterans referred are housed within 90 days.

26. Are the veterans being served coming only for the WLAVA or could they come from any of the VASH contracts?

This is only for the WLA VA. Our VASH Contracts cannot utilize this contract due to their billing structure.

27. Can this contract be used to compliment existing case management/housing grants/contracts like SSVF and VASH?

No. This is a standalone contract.

28. Would the provider be the only one in LA or are there going to be multiple contracts so competing against others?

If multiple awards, there will be no geographic restriction on any awardee.

29. Would we get paid for SSVF/Hud-Vash veterans that we house?

Payment is based on successful lease up.

30. Is the expectation that a new team be created or just extend our current SSVF or VASH housing team?

This is a standalone contract. Personnel working on other contracts may not work on this contract simultaneously.

31. What happens if we don’t meet the 1500 number?

Contractor shall only be paid for the number of leases they successfully complete.

32. Page 7 – Monitoring Procedures – What does the VA consider to be performance deficiencies and/or poor performance?

The goal is that at least 65% of Veterans referred are housed within 90 days.

33. Page 9 – What would be the characteristics and/or components of nonconforming supplies and/or nonconforming services?

Contractor shall only be paid for the number of leases they successfully complete.

34. Page 9 – Excusable Delays – Are the impacts of the Coronavirus on the USA still considered to have an impact on organizations that try to house homeless Veterans? Would excusable days encompass delays due to those impacts?

Contractor shall only be paid for the number of leases they successfully complete.

35. For the weekly report, would we be using the VA template or one the vendor creates?

This would be a template that the vendor and COR can create together so it is mutually agreed upon report. This will be discussed at length with awardee(s) at the post-award conference.

The Performance Work Statement (PWS) in the solicitation is hereby deleted in its entirety and replaced with the following:

B.3 PERFORMANCE WORK STATEMENT

1. BACKGROUND. The HUD-VASH program is a partnership between the Department of Veterans Affairs (VA) and the Department of Housing and Urban Development (HUD) to support VA’s goal of ending Veteran homelessness by assisting vulnerable homeless and at-risk Veterans and their families to identify, obtain, and sustain permanent housing. Operational requirements have been established in the Federal Register to define and support this partnership. These Operational Requirements outline seven case management requirements for which the VAMC or Designated Service Provider (DSP) is responsible for providing. Included among these requirements is “providing housing search assistance to HUD-VASH participants with rental vouchers”. HUD’s definition of housing search assistance includes services which range from housing navigation and direct client support to outreach, recruitment, and unit acquisition activities targeted to landlords and property management companies (Housing Search Assistance Toolkit - HUD Exchange). The Greater Los Angeles HUD-VASH program is guided by the principles of being Housing First, Veteran Centered, Equity Led, and Trauma Informed and seeks to increase Veteran self-sufficiency and improve quality of life. Changes in housing costs, limited housing stock, and staffing challenges have impacted the HUD-VASH program’s ability to fully utilize all available Housing Choice vouchers. The HUD-VASH program is exploring all available resources in order to achieve the mission of ending Veterans homelessness. While HUD-VASH has established effective practices in housing Veterans, this Performance Work Statement for housing search assistance will draw on best practices from community agencies toward that end.

2. CONTRACT REQUIREMENTS. Contractor shall provide Housing Specialist Services to increase HUD-VASH voucher utilization within the Greater Los Angeles catchment area for the Department of Veterans Affairs, Greater Los Angeles Healthcare System (VAGLAHS), 11301 Wilshire Blvd, Los Angeles, CA 90073. The VHA Directive 1162.05 defines a Housing Specialist as a professional who is responsible for providing assistance to the VA homeless programs acting as a liaison between the public housing authorities (PHA) and the local HUD – VASH Program and in identifying appropriate permanent housing and landlords willing to work with homeless Veterans. The Contractor shall locate housing, process documents, and place into housing up to 1500 homeless Veterans within the Los Angeles catchment area. Contractor shall complete the lease up process within 90 days of identification of a unit to Veteran move in. Additionally, the contractor shall:

2.1 Provide housing search assistance to HUD – VASH participants with rental vouchers

2.2 Engage with property owners and property managers to educate them on the benefits of the HUD – VASH program and housing Veterans.

2.3 Partner with VA staff to quickly connect veterans with identified available units.

2.4 Identify units desired by Veterans as reported by their case managers, focusing on particular regions within LA County to offer Veterans a choice of potential units.

3. SPECIFIC HOUSING SPECIALIST SERVICES:

3.1. Unit acquisition or landlord engagement services:

3.1.1. This service interfaces directly with landlords and other entities that control access to units and does not provide client-level housing search assistance.

3.1.2. Build partnerships to acquire units for the HUD-VASH program- focusing on particular regions within LA county driven by Veteran choice.

3.1.3. Develop a marketing strategy and materials to recruit landlords; this could include administering flexible landlord financial incentives.

3.1.4. Create and operate a unit inventory to match Veterans to units using choice, preference, needs and landlord screening criteria. Track data to inform continuous quality improvement activities.

3.1.5. Maintain relationships directly with landlords to optimize recruitment and retention of landlords.

3.1.6. Partner with VA staff to quickly connect Veterans with identified, available units, including establishing a formal referral process between staff and landlords to account for landlord preferences (application package, key documents, etc.).

3.1.7. Coordinate and/or integrate the HUD-VASH unit acquisition with existing Continuum of Care-level efforts for the general homeless population.

3.2. Property Management engagement services:

3.2.1. Develop and oversee an engagement strategy with property management companies and public housing authorities (PHA’s) in the HUD-VASH project based voucher (PBV) portfolio with the goal of streamlining access and referrals to the portfolio that includes: referral standards between staff, property management and PHA’s service package property management can tap into to support Veteran tenancies.

3.2.2. Create and operate a unit inventory to match Veterans to units using choice, preference, needs and PBV screening criteria. Track data to inform continuous quality improvement activities.

3.2.3. Host regular quality improvement and case conferencing meetings with property management companies and PHA’s to move Veterans through the PBV pipeline as efficiently as possible.

3.2.4. Train any referring staff on key property management and PHA document requirements and flexibilities to ensure timely referrals.

3.3. Housing Search & Placement Services

3.3.1. Provide client-level, intensive housing navigation and search services to assist Veterans to secure a home.

3.3.2. Assess each Veteran’s housing choices, needs and barriers; create strategies to find appropriate housing options.

3.3.3. Assist Veterans to obtain all required documents for housing opportunities.

3.3.4. Search w/Veterans for any possible housing opportunities; this includes assisting Veterans to call landlords, schedule and attend unit viewings, secure transportation, negotiate the terms of a unit. Contract social worker shall maintain a current, valid, and unencumbered California Driver’s License and adequate vehicle insurance, because it is necessary to drive Veterans to housing appointments, and attend meetings at VA facilities, community partner agencies, and other locations outside of the medical center as authorized by management. Contractor is responsible for the contract social worker’s transportation in the performance of this contract. Contactor will provide vehicular liability and general public liability insurance.

3.3.5. Support landlords during the PHA inspection, rent reasonableness and lease up process

3.3.6. Facilitate move in logistics and connect to tenancy support services.

4. QUALITY CONTROL. Contractor shall have an on-going quality control program designed to ensure quality of services rendered. The Quality Control plan (QC) shall describe the objective of quality control activities, scope of activities, activities for monitoring and evaluation, methods for reporting results, mechanisms for follow-up action, and a customer service survey. The quality control plan shall be provided two (2) weeks after award of contract. The plan shall be re-evaluated and revised as necessary. A copy shall be provided to the Contracting Officer and COR.

5. REPORTS. The Contractor shall email a weekly report to the COR identifying the total number of Veterans contacted, housing resources identified for each Veteran, and the number of completed leases/housing placements for that week.

6. CONTRACTOR POINT OF CONTACT FOR CONTRACT ADMINISTRATION. The Contractor shall designate a primary Point of Contact (POC) responsible for administrative matters in the performance of services under this contract. The POC shall have full authority to act for Contractor on all matters relating to the daily performance of this contract. An alternate may be designated, but the Contractor shall notify the Contracting Officer and COR in writing those times when the alternate shall act as the POC. The Contractor shall provide the name and telephone number of the person designated as Point of Contact and Alternate upon award.

7. CHANGES. The Contractor is advised that only the Contracting Officer has the authority to make changes which affect the contract in terms of quality, quantity, price or delivery. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment shall be made in the contract price to cover any increase in costs incurred as a result thereof.

8. NATIONAL HOLIDAYS OBSERVED BY THE FEDERAL GOVERNMENT.

If a holiday falls on Sunday, the following Monday will be observed as the National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by U.S. Government agencies. Also, included would be any day specifically declared by the President of the United States as a National Holidays.

9. AUTHORIZED SERVICES. Only those services specified herein are authorized under this contract. Before performing any service outside the scope of the services described herein, the contractor shall first receive approval from the CO for the additional work. The Contractor is cautioned that only the Contracting Officer may authorize additional services under this contract and that reimbursement shall not be made unless prior authorization is obtained from the CO.

10. MONITORING PROCEDURES. The COR shall be responsible for monitoring the Contractor's performance. Performance deficiencies or poor performance identified during the term of the contract shall be reported to the Contractor.

11. COMPLAINTS. Contractor shall provide a written response to the COR within three (3) working days regarding any complaints received from Veterans during the Contractor’s performance of the contract. Contractor shall maintain a written record of all complaints, both written and oral showing the identity of the individual who submitted the complaint, the nature of the complaint, and contractor’s response. Contractor shall permit the Government to inspect the written records of complaints upon reasonable notice from the CO.

12. CONTRACTOR STAFF working directly with referred Veterans shall complete VA background/security procedures including a security/background investigation via National Agency Check with Written Inquiries (NACI) and a Special Agreement Check (SAC) which includes electronic fingerprinting for Housing Specialists working with Veterans. In order to complete this background check, the Contractor must provide staff member’s date of birth, social security number, hair color, eye color, home address, phone number, and email addresses and complete other documentation to the Contractor. U.S. Citizenship or legal resident status will be verified as part of this process.

13. INVOICE AND PAYMENT. Contractor shall submit monthly invoices in the arrears electronically via the Tungsten-Network System at the end of each month for the facility, for payment of work completed in that billing period. Contractor shall submit original invoice electronically to:

Department of Veterans Affairs Financial Services Center http://www.tungsten-network.com (Toll-free telephone number: (877) 489-6135)

Payment shall be made monthly in the arrears upon receipt of properly prepared invoice.

The invoice MUST be itemized to include the following information. Any information listed below that is not provided on an invoice, will render that invoice incomplete and the invoice will be returned for immediate correction.

a. Dates of service.

b. Description of services.

c. Number of completed leases

d. Invoice number, date.

e. Contract number.

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