36C26225Q0413.docx

SUBJECT*

691-25-2-8661-0048 CTRS Monitoring Services

GENERAL INFORMATION

Network Contracting Office 22 4811 Airport Plaza Drive Suite 600 Long Beach CA 90815

POINT OF CONTACT*

Contract Specialist Tracey Williams-Douglas tracey.williams-douglas@va.gov

PLACE OF PERFORMANCE

VA Greater Los Angeles Healthcare System (VAGLAHS)

11301 Wilshire Blvd

Los Angeles California

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Sources Sought Notice Sources Sought Notice Provide Monitoring Services for Homeless Veterans Living in the Tiny Village Community at the Care Treatment &Rehabilitative Services (CTRS) Site Located at VA Greater Los Angeles Healthcare System (VAGLAHS).

Sources Sought Notice

1. CONTRACT TITLE: Monitoring services for the Care, Treatment and Rehabilitative Services (CTRS), “Tiny-shelter” site at VA Greater Los Angeles Healthcare System (VAGLAHS).

2. PLACE OF PERFORMANCE: VAGLAHS (North Campus), 11301 Wilshire Blvd, Los Angeles, CA 90073.

3. INTRODUCTION: The VA Greater Los Angeles Healthcare System (VAGLAHS) has a need for Veteran Service Monitors Program Director to provide immediate assistance to Veterans, in a safe, low-barrier, and supportive 24-hour residence for Veterans experiencing homelessness. Veteran participants living in the CTRS “Tiny Shelter” site receive shelter, food, and clinical case management services to support their trajectory towards obtaining permanent housing.

4. SCOPE: The Contractor shall provide lead monitors and monitors and Program Director who shall provide monitoring and other duties as described herein for Veterans experiencing homelessness and living in the CTRS site on the north campus of VAGLAHS. The Contractor shall provide monitoring services 24 hours per day, 365 days per year.

The Contractor shall manage their staffing schedule to ensure that there is a program manager and always 1 lead monitor per shift; 6 monitors on site 8:00 am – 4:30 pm and 4:00 pm – 12:00 pm; and overnight 1 lead monitor and 4 monitors 12:00 am – 8:30 am. Thus, having a lead and monitors on site 24 hours per day, 365 days per year.

The Contractor shall be familiar with, understand, and support the CERS/VA mission statement of low barrier emergency shelter programs. Contractor shall be familiar with CTRS site specific SOP’s, Informed Consents, policy, and procedures and maintain good rapport and working relationships with VA staff and community partners.

5. SPECIFIC TASKS AND QUALIFICATIONS:

5.1. MONITOR DUTIES – The Contractor shall perform the following:

5.1.1 Shall report any spills, unsafe working conditions, or defective equipment to the Contracting Officer’s Representative (COR) or designee and provide corrective action if possible.

5.1.2 Shall work in collaboration with onsite security to monitor and report suspicious or unusual activity to the on-site security guards and COR; investigate alarms or noises and seek assistance from on-site security guards to remove trespassers from CTRS to ensure safety of participants, staff and volunteers.

5.1.3 Shall assist with CTRS keypad, keys and key fob control procedures including routine key inventory, distribution replacement when keys (when applicable) and key codes are lost.

5.1.4 Shall assist Veterans with unlocking doors during lockouts.

5.1.9 Must respond to emergency situations as appropriate and fill out incident reports accordingly using VA providing technological resource.

5.1.10 Shall request emergency services personnel, such as law enforcement, fire department, paramedics in cases of emergencies and ensuring all pertinent information is include in the incident report.

5.1.11 Shall resolve Veteran issues as needed using de-escalation and crisis intervention techniques to help Veterans work through conflict.

5.1.12 Shall maintain a clean and comfortable environment and assist with the serving of daily meals to Veterans.

5.1.13 Shall make nutritious snacks available between meals and at bedtime 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.

5.1.14 Monitor will deliver meal to Veterans unit while Veteran is under isolation. Monitor must wear appropriate PPE and practice hand washing and good hygiene after delivery of meal.

5.1.15 Must discard leftover food appropriately.

5.1.16 Shall assist with setting up and breaking down dining hall for mealtimes.

5.1.17 Shall monitor and assist with maintenance of Veteran laundry schedule and laundry facility maintenance needs.

5.1.18 Shall work with Veterans to improve their independent living skills and facilitate life skills activities and meetings.

5.1.19 Must troubleshoot and ensure the proper functioning and maintenance of smoke detector, fire extinguisher, air conditioners, heaters, trap door accessibility and unit is free of clutter and hoarding.

5.1.20 Shall monitor and report maintenance concerns.

5.1.21 Shall perform weekly facility site checks for maintenance needs.

5.1.22 Shall perform wellness and safety checks of Veterans and Veteran units during each shift at least one time.

5.1.31 Shall conduct routine (at least every 30 min) walk-through of CTRS site to ensure safety of Veterans.

5.1.32 Shall assist with facilitating life skills activities and community engagement events for Veterans residing in CTRS site.

5.1.33 Shall assemble, distribute, and track hygiene kits and welcome bags.

5.1.34 Shall stock available units with welcome bag and hygiene kit.

5.1.35 Must be highly collaborative within a team environment.

5.1.36 Shall assign and perform special projects as requested.

5.2 LEAD MONITOR DUTIES – In addition to the above, lead monitors shall also perform the following:

5.2.1 Shall arrange, coordinate, supervise, mentor, and oversee the Monitor’s efforts to provide monitoring of the CTRS premises, facilities and safety for Veterans, visitors, and employees.

5.2.2 Shall troubleshoot and investigate onsite fire alarm control panel.

5.2.3 Shall ensure monitors are aware and knowledgeable of all CTRS rules, policies, procedures and training guide.

5.2.14 Must coordinate and conduct with the assistance of monitors, onsite security, and cleaning crew biweekly shelter inspections.

5.2.15 Must provide written inspection report within 24 hours.

5.2.16 Must provide written after-action report with recommendations of improvement withing 48 hours of inspection.

5.2.17 Must work with monitors, onsite security and VAPD (if necessary) to remove any prohibited or contraband related items.

5.2.18 Must maintain the following logs: Veteran meal preference supply inventory, Veteran animal, vacant unit, Veteran vehicle, bike, e-bike, scooter, maintenance, and Veteran personal belongings.

5.2.19 Must provide a daily action report, DAR, at the end of each shift summarizing activities and noting any concerns or needs.

5.2.20 Must report maintenance needs in real time/same day via email.

5.2.21 Shall assist in creating and/or writing new CTRS programmatic procedures, policies and/or SOP’s. As well as updating any old policy, procedures, or SOP’s.

5.2.24 Must be highly collaborative within a team environment.

5.2.25 Must assist CTRS staff with a Veteran during intake admission process for entry into the CTRS program.

5.2.26 Shall assist Veteran with placing applicable personal belongings in bug zapper.

5.2.27 Shall obtain any all-Veteran vehicle, bike, scooter and e-bike registration information. Must inform Veteran of designated bike and e-bike storage area.

5.3.5 Must demonstrate effective staff supervision.

5.3.6 Must have strong written and verbal communication skills, including customer service focus in working with all internal organizational levels and external contacts.

5.3.7 Shall adhere to contract compliance.

5.3.8 Must have the ability to work flexible hours that include evenings, weekends and holidays.

5.3.9 Shall maintains database for ordering supplies, inventory and coordinates with VA departments when inventory is low.

5.3.10 Shall assist with client issue as needed (conflicts and complaint resolution) using de-escalation and mediation techniques.

5.3.11 Shall trains, monitors, and supports staff on various VA environmental and facility functions/regulations.

5.3.12 Shall handles inventory and works with other service managers and administrative assistants on work orders, repairs, and audits.

5.3.13 Shall create, follows up and monitors facility and incident reports, inspections, and procedures. Must submit After Action Reports as needed.

5.3.14 Shall establish and maintain positive, productive working relationships with community partners and community stakeholders including CTRS staff, VA staff, VA contracted staff, VAPD, local law enforcement.

5.3.19 Shall identify staff development needs and activities.

5.3.22 Shall assist with client issues as needed (conflicts and complaint resolution) using de-escalation and mediation techniques.

5.3.23 Must provide direction, training, and training to CTRS monitoring staff.

5.3.24 Must maintain accurate and complete staff timesheets, daily activity logs, participant records and other reports as directed.

5.3.25 Shall review shift reports to monitor staff performance and compliance.

5.3.26 Must attend staff meetings, case conferences, training workshops and community meetings as needed.

5.3.27 Shall review and follow-up on all incident reports.

5.3.28 Shall step in to fill another’s role if needed due to absence.

5.3.29 Shall collaborate with security guards to ensure safety of participants, staff, volunteers, and visitors on the property.

5.3.30 Must establish and maintain positive, productive working relationships with community partners and community stakeholders including mental health programs, shelter programs, local law enforcement and providers of services.

5.4 MONITOR QUALIFICATIONS All monitors, and lead monitors shall possess the following:

5.4.1 Shall Possess a High School Diploma or GED.

5.4.2 Shall have current and valid AED, CPR, First Aid and Narcan certification.

5.4.3 Shall Have current and valid California Food Handler Card

5.4.6 Shall have experience working with a diverse population, including those experiencing homelessness, who may have substance use disorders.

5.4.7 Shall possess sensitivity to differences in culture, religion, sexual orientation, race, age, and physical and mental illness.

5.4.8 Shall have the ability to walk, stand, bend, squat, climb, kneel, and twist on an intermittent or sometimes frequent basis.

6.1 Reportable incidents include death; fire; police raid; suicide/suicide attempt; 911 call (police/ fire dept./paramedics); drug overdose; severe medical illness or emergency; severe psychiatric illness or emergency; sexual assault; act of violence by Veteran against other(s); abusive behavior by Veteran against staff; act of violence by other(s) against Veteran; abusive behavior by staff against Veteran; accident; medication problems or adverse drug reactions; or other untoward events. Contractor will follow the CERS Incident Reporting Policy provided by the COR.

7. CONTRACTOR STAFF CODE OF CONDUCT:

7.1 The Government has the right to require replacement of any Contractor or subcontractor staff if the employee is determined not to possess the experience or ability required under the contract, or if said employee is for any other reason found to be unsuitable to perform the work required by the contract. The replacement staff must meet the same requirements for the position as outlined in this contract. Any substitution of personnel will occur without any increase to the contract price and without delay in the performance or delivery of services to the Government.

7.2 Complaints concerning contractor’s staff’s conduct with Government employees or Veterans will be addressed by the Contractor and the COR. The Contracting Officer is the final authority on validating complaints. In the event that Contractor personnel are involved and named in a validated complaint, the Government reserves the right to have the individual removed from the contract. The final arbiter on questions of acceptability is the Contracting Office.

7.3 Contractor shall ensure that all staff performing under this contract comply with the VAGLAHS alcohol and drug free workplace policy. The Contractor shall implement a drug testing program to ensure staff performing work under this contract are not using illegal drugs. The drug testing program shall provide for random drug testing performed by the contractor. The program shall also require drug testing when there is a reasonable suspicion that a staff member has used or is impaired by illegal drugs while on duty. Reasonable suspicion of drug use or impairment includes the following:

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

7.5 A pattern of abnormal conduct or erratic behavior.

7.6 Arrest or conviction for a drug-related offense or the identification of a staff member as the focus of a criminal investigation into illegal drug possession, use or trafficking.

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

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

7.9 Contractor will uphold all Veteran Health Administration and VAGLAHS rules, regulations and polices.

7.10 Before beginning work under the contract, and on the anniversary of contract award each year, the contractor shall certify that its employees have received all recommended vaccines and immunizations recommended by the Centers for Disease Control for Healthcare Workers found at https://www.cdc.gov/vaccines/adults/rec-vac/hcw.html.

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