36C26226Q0385.docx

SUBJECT*

CERS 30 Bed Low Demand Safe Haven - SPA 5

GENERAL INFORMATION

SET-ASIDE

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

POINT OF CONTACT*

Contract Specialist Ben Bayoneta benjumar.bayoneta@va.gov 562-766-2204

PLACE OF PERFORMANCE

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

EMAIL DESCRIPTION

DESCRIPTION

THIS REQUEST FOR INFORMATION (RFI) – SOURCES SOUGHT IS ISSUED SOLELY FOR MARKET RESEARCH AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION.

1. Responses to this Sources Sought must be in writing. The purpose of this Sources Sought Announcement is for market research only to make appropriate acquisition decisions and to gain knowledge of Small Business Capability, including Service-Disabled Veteran Owned Small Businesses and Veteran Owned Small Businesses (SDVOSB/VOSB) interested and capable of performing the work.

2. The NAICS for this requirement is 624229 – Other Community Housing Services.

3. We are requesting the service of a contractor to provide Housing and supportive services for up to 30 male Veterans for the VA Greater Los Angeles Healthcare System (VAGLAHS). Interested and capable Contractors should respond to this notice by providing the following via email only to Benjumar.bayoneta@va.gov.

a) Company name

b) Address

c) Point of contact

d) Phone, fax, and email of primary point of contact

e) SAM.gov Unique Entity Identifier (UEI)

f) Type of small business, if applicable, (e.g. Services Disabled Veteran Owned Small Business(SDVOSB), Veteran-owned small business (VOSB), 8(a), HUB-Zone, Women Owned Small Business, Small disadvantaged business, or Small Business).

g) A capability statement that addresses the organization’s qualifications and ability to perform as a contractor specifically for the work described in paragraph 5 below. Respondents are also encouraged to provide specific examples (e.g. contract number, point of contact information) of the Contractor’s experience providing the same or similar supplies/services to that described in paragraph 5 below. Capability statement must specify the Service Provider Area that they are capable of providing services in and the number of beds available in such area.

4. Responses shall be submitted via email to Benjumar.bayoneta@va.gov by March 4, 2026.

5. Please see attached DRAFT Statement of work excerpt from the impending solicitation. This draft is for information only and no questions regarding this SOW will be considered.

See attached document: DRAFT PERFORMANCE WORK STATEMENT.

Sources Sought Notice Sources Sought Notice

Sources Sought Notice

PERFORMANCE WORK STATEMENT

CONTRACT RESIDENTIAL SERVICES BEDS: Low Demand Safe Haven (LDSH) - SPA 5

1. PURPOSE.

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 include 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 Department of Veterans Affairs Medical Center- West Los Angeles requires contractors to provide transitional housing services as part of its community-based Health Care for Homeless Veterans (HCHV) Contracted Residential Services (CRS) program. The HCHV-CRS Program, an essential and critical part of Veterans Healthcare Administration is vital for providing a gateway to VA Greater Los Angeles Healthcare System (VAGLAHS) and community supportive services for eligible Veterans who are homeless. This emergency transitional housing program is designed to address the needs of the most vulnerable and at-risk homeless Veterans.

It targets and prioritizes Veterans experiencing homelessness and are transitioning from literal street homelessness, being discharged from institutions, and/or who recently became homeless and require safe and stable living arrangements while they seek permanent housing. HCHV-CRS’s goal is to engage homeless Veterans in treatment and place them in a safe, sober and secure, emergency transitional housing that supports their rehabilitation goals. The model under the HCHV - CRS used for this contract is:

1.2.1. Low Demand Safe Haven (LDSH) contract, a 24-hour staffed transitional residences with private or semi-private accommodations, that targets the population of hard-to-reach, chronically homeless Veterans with mental illness and/or substance use problems who require a low-demand environment. The low-demand or non-intrusive environment is designed to re-establish trust and motivate homeless Veterans to seek needed treatment services and transitional and permanent housing options. Length of stay on the LDSH program is approximately six (6) months with the option to extend stay based on clinical need.

1.3. The Contractor shall provide housing, and supportive services for up to 30 Homeless Male Veterans. This emergency transitional housing contract shall be known as “SPA 5- LDSH” and shall be located within the WLA catchment area, specifically in SPA 5.

Contractor shall offer a safe and secure environment that supports the Veteran’s goals for recovery from homelessness. Awards shall be based on the Vendors capacity to place Veterans in a safe environmental residence. Maximum number of beds funded shall not exceed 10,950 bed days of care per year (30 beds x 365 days). The Contractor shall be required to provide an on-demand, low- barrier therapeutic and rehabilitative environment and attendant services targeting the underlying factors contributing to homelessness.

2. GENERAL CONTRACT REQUIREMENTS.

2.1. Same Day Access: Veterans may access transitional housing services through VAGLAHS consults from the HCHV Contracting Officer’s Representative (COR), , directly through the contractor’s outreach efforts and/or through referrals from the community. The contractor shall 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.

2.1.1. Contractor shall complete an intake and SAME DAY admissions for Veterans approved as eligible for placement by the HCHV COR or their designee, through the community or Veteran direct referrals. The Contractor shall ensure their internal admission process and procedures allow for SAME DAY placement of accepted Veterans into an available bed. Admission shall occur up to 9pm during workdays (Monday – Friday, with the exception of Federal Holidays) and on weekends.

2.1.1.1. The Contractor shall offer beds on the SAME DAY the referral is made by the designated HCHV COR, from direct referrals, or eligible referring sources.

2.1.1.2. The VA HCHV CORwill confirm eligibility prior to referral submission during the work week and the Contractor’s staff shall complete a Status Query and Response Exchange System (SQUARES) review for all direct referrals.

2.1.1.3. If referrals are made before 7pm, and space is available, the Contractor shall place Veterans into available beds on the SAME DAY of the approved admission whether referred by the HCHV COR or directly by referrals,.

2.2 Criteria & Eligibility: The Contractor shall provide services to 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 Prior to admission into the program, Veterans shall be determined to be homeless based upon the McKinney-Vento Homeless Assistance Act definition by the local VA medical center HCHV CRS program. See Reference section 39.

2.2.2 Prior to admission into the program, Veterans shall be eligible for VA healthcare as determined by the local VA medical center and by the Contractor using SQUARES.

2.2.2.1 A Veteran must be homeless and eligible for VA Health Care in order to be considered for admission to any HCHV CRS Program. Authorized HCHV COR or designee will be ultimately responsible for determining Veteran eligibility and approval for placement into a HCHV CRS Bed. Failure of the Contractor to establish VA approval for admission by the next business day may result in a denial of payment for services provided when admitted by direct (community, Veteran and VA after hour and weekend staff) referrals.

2.2.3 Veterans must be able to:

2.2.3.1 Actively engage in case management services on a weekly basis.

2.2.3.2 Actively engage in housing search.

2.2.3.3 Secure permanent house.

2.2.3.4 Be independent with performing Activities of Daily Living (ADL) independent skills.

2.3 Veteran Referral: Veterans are referred to the Contractor by VAGLAHS staff, other community agencies, the Contractor’s outreach efforts or Veteran self-referrals. The referrals shall be based on the Veteran’s demonstrated need for case management and supportive services to stabilize their mental health, substance abuse, medical and/or other co-occurring serious psychosocial issues before expediently transitioning into secure and permanent housing.

In addition to the above, the environment of an LDSH service shall consider those Veterans with criminal backgrounds, severe mental illness (SMI), or difficulty with sobriety to benefit from this service. Additionally, LDSH service shall consider Veterans who have struggled with a more structured environment. Veterans shall actively participate in their discharge planning and be willing to seek permanent housing for placement consideration

2.3.1 During the work week M-F 8:00am-3:30pm PST, The VA COR will receive consults and the Contractor shall receive direct referrals for placement consideration. Once referrals are received, the Contractor shall complete the admission process for SAME DAY admission if the referred Veteran meets the eligibility criteria listed above and their admission is not deemed unsafe for the environment.

After hours (3:30pm to 9:00pm PST), during the work week M-F and weekends, the Contractor shall complete direct referrals. The Contractor shall be responsible for completing healthcare eligibility checks for Veteran placement.

2.3.2 When a Veteran is accepted for placement:

2.3.2.1 For HCHV Consults: the HCHV COR will ensure a Columbia- Suicide Severity Rating Scale (C-SSRS) is documented in the Computerized Patient Record System (CPRS) record by the referring party.

2.3.2.2 For Contact Direct Referrals: the HCHV COR will be responsible for documenting the C-SSRS when meeting with the Veteran for their admission.

2.3.3 Outreach: Contract staff shall engage in Outreach services, including street outreach efforts, and assist homeless Veterans in seeking housing placement, treatment and supportive services, a key element of this contract.

2.3.3.1 Outreach shall not include Contractor’s efforts towards “in-reaching” of services established from or by VAGLAHS i.e.: the welcome center or other VAGLAHS departments or other VAGLAHS resources and housing programs.

2.4 Contractor shall utilize the Housing First approach, with reduced barriers for contract entry. Veterans shall not be denied entry into a HCHV CRS contracted program based solely upon length of current abstinence from alcohol or non-prescribed controlled substances, illegal substances, the number of previous treatment episodes, the time interval since the last THP program entry, the use of prescribed controlled substances, legal history or behavioral flag. See Denial of Services section.

2.4.1 The Contractor shall accept referrals (via VA, Community Partner, or Veteran) throughout the day, evening, to at least 7pm Monday - Friday, with the exception of Federal Holidays, and weekends.

2.5 The Contractor shall rapidly house male Veterans requiring residential services and treatment at the VAGLAHS, addressing mental health, substance abuse and other psychosocial problems. Veterans must be ADL independent. Ultimately, the goal is for Veterans to actively search for and obtain permanent housing within 6 months under this LDSH contract model.

2.6 Liaison: A HCHV COR will be assigned to the Contractor who shall act as the clinical HCHV COR between the Contractor and VAGLAHS.

2.6.1 The Contractor shall provide a private, nonshared office with adequate space for the HCHV COR to meet with the Veterans.

2.6.2 The HCHV COR will be on site at the contract 3-5 days per week.

2.6.3 For Community locations/site, the Contractor shall provide parking for the HCHV COR(s).

2.7 The Contractor shall not be required to provide detoxification or other hospital level treatment.

2.8 This emergency transitional housing shall be used exclusively for single Males.

3. PERIOD OF PERFORMANCE. The period of performance for this contract shall be for a term of 5 years.

4. CONTRACT TYPE. Firm Fixed Price Indefinite Delivery/Indefinite Quantity (IDIQ).

5. PLACE OF PERFORMANCE. The Contract’s location is crucial to ensure that Veterans can attend appointments scheduled in various VAGLAHS clinics or to local community providers and return to transitional housing with minimal barriers.

Space allotted for sleeping, eating, case management, and clinical services shall be located within the WLA catchment area, specifically in SPA 5 (please see the following attachments: Los Angeles County Service Planning Areas, Los Angeles County ZIP Codes with SPA.

Regardless of location, the Contractor shall be required to attend frequent in person or virtual meetings with the WLA VA located at 11301 Wilshire Blvd., Los Angeles, CA 90073 as scheduled by the VAGLAHS.

6. GOVERNMENT FURNISHED PROPERTY. Government furnished property will not be provided to the Contractor. All equipment and furniture required by the Contractor to fulfill this contract shall be provided at their expense.

7. CONTRACT AWARD MEETING. The Contractor shall not commence performance on the tasks in the awarded Performance Work Statement (PWS) until the Contracting Officer or their representative has conducted a kick-off meeting or has advised the Contractor that a kick-off meeting is waived. The Contractor shall be fully operational between 30 and up to 90 days of the kickoff meeting or its waiver.

A list of authorized VAGLAHS Staff for the contract shall be provided to the Contractor upon award of the contract. VAGLAHS Staff may be added or deleted from the list during the term of the contract at the discretion of VAGLAHS HCHV CRS Section Chief or Supervisor. The Contractor shall be provided an updated list of authorized VAGLAHS Staff whenever such changes are made.

8. INSPECTION OF FACILITY AND PROGRAM: Upon award of a contract and annually thereafter during the contract term, a multidisciplinary VAGLAHS team consisting of a Clinical Social Work team, a Dietitian, a representative of the VAGLAHS Police, a Facilities Management Safety Officer, Nursing and/or other subject matter experts as determined necessary by the medical center director or HCHV-CRS Coordinator, shall conduct an inspection of the Contractor’s facilities to evaluate the Veteran’s food, shelter, safety, medication procedures and therapeutic services to assure the facility provides quality care in a safe and sober environment. Inspections may also be carried out at such other times as deemed necessary by the Department of Veterans Affairs.

Implementation of Timeline:

The contract facility and associated onsite services shall pass an initial inspection completed by VAGLAHS staff and become fully operational between 30 and up to 90 days from the date of contract award.

The Contractor shall demonstrate successful completion of the following tasks, validated by a VAGLAHS inspection prior to receiving Veteran referrals and invoicing for payment:

Identify all staff required per the PWS and begin the credentialing process so they are in place and available to provide the full range of case management and onsite services to Veterans..

Between 30 and 60 days after the contract award or sooner

Contractors are required to fully participate in and comply with the HCHV-CRS inspection process. Inspections will occur at least annually and may be conducted more frequently as needed. Contractors must address and resolve all deficiencies identified during inspections before the inspection season concludes or during any ad hoc visits throughout the contract term.

If a contracted facility is found to be non-compliant, the Contracting Officer will be notified. For any deficiencies, the Contractor shall develop a Corrective Action Plan (CAP) in collaboration with the HCHV COR Liaison. The CAP must clearly outline how the deficiencies will be corrected within an agreed-upon timeframe, as specified by the Contractor and VAGLAHS.

8.1. The Contractor will be informed of all inspection findings. If deficiencies are identified, the Contractor should make every effort to resolve them immediately. However, up to 30 days will be allowed to implement corrective actions and provide evidence of resolution to the inspection team. The CAP will be monitored until all issues are resolved. The HCHV COR Liaison will notify the Contracting Officer once corrections have been completed.

For the initial inspection, Contractors may not admit Veterans until all noted deficiencies have been fully corrected and verified.

Failure by the Contractor to take corrective action within the 30 days, shall be reported to the Contracting Officer. If corrections are not made to resolve or fix the deficiencies, the Contracting Officer will be notified to consult with the appropriate officials so that suitable arrangements can be made to discontinue plans to award a contract, or to discharge or transfer patients and to terminate the existing contract, as appropriate.

8.2. The inspection of the Contractor’s facilities shall include inspection for conformity to the current Life Safety Code, and shall include the following:

8.2.1. General observation of residents to determine if they maintain an acceptable level of personal hygiene and grooming.

8.2.2. Assessment of whether the facility meets applicable fire, safety and sanitation standards annually and ad hoc.

8.2.3. Determining whether the facility is in an area that is conducive to social interaction and the fullest development of the resident's rehabilitative potential.

8.2.4. Observation of facility operations to see if appropriate organized activities are available during waking hours (including evenings) and to the degree to which a high level of activity is observed in the facility, such as individual professional counseling, physical activities, promotion of health and personal hygiene continuously throughout the life of the contract.

8.2.5. Seeking evidence of facility-community interaction, demonstrated by the nature of scheduled activities or by information about resident flow out of the facility, e.g., community activities, volunteers, local consumer services, etc., continuously throughout the life of the contract

8.2.6. Inspecting the types of meals and other nutrition provided to residents to see that nutritionally adequate meals are provided in a setting. Also, mealtimes encourage social interaction and if nutritious snacks between meals and bedtime are available for those requiring or desiring additional food; when it is not medically contraindicated.

8.2.7. Conducting random review of Veterans’ records to ensure accuracy with respect to Veterans’ length of stay and services provided to the Veterans.

8.3 The Contractor shall maintain current and valid licensure, certificates, permits, etc., of their contracted residential facilities when reviewing the furnishing, treatment and rehabilitation services to eligible Veterans during any inspection and shall provide proof to the Department of Veterans Affairs inspection teams.

9. CONTRACT MONITORING. The HCHV COR or their designee will monitor the Contractor's performance. Performance deficiencies identified during the term of the contract will be addressed with the Contractor. If determined appropriate, the Contracting Officer, HCHV COR and/or other VAGLAHS staff members shall meet with representatives of the Contractor to review performance and resolve issues; Corrective Action Plans (CAP) may be required. See also Performance Measure Section.

10. METHOD OF INSPECTION AND ACCEPTANCE. The HCHV COR will inspect all deliverables submitted. The HCHV COR or their representative is responsible for certifying invoices for payment only for deliverables received and deemed acceptable by the HCHV COR. The HCHV COR will evaluate the performance of the Contractor through formal quarterly and annual performance reviews. Failure to comply with this PWS could potentially lead to negative performance evaluation findings which could lead to premature contract termination if not corrected through a CAP.

11. SERVICES TO BE PROVIDED

11.1. Residential Services: The Contractor shall provide housing and supportive services to male Veterans under this contract which is required to ensure the safety and privacy of the Veterans admitted.

TASK 1: HOUSING AVAILABLE FOR RAPID PLACEMENT

The Contractor shall be responsible for identifying sufficient residential capacity to safely support the placement of single male Veterans. This service shall include:

11.1.1. Timeliness of Response-

HCHV CRS Consults: consults shall be opened by the HCHV COR and responded to the VA Standard Operating Procedures (SOP).

Direct referrals: Contractor staff shall resolve direct referrals immediately but no longer than two (2) hours shall elapse for determination. Any call received from VAGLAHS staff, during the work week and between the hours of 8am-3:30pm, shall be advised to complete a CPRS HCHV CRS consult review for HCHV COR review.

11.1.2. Veterans shall be offered same day admission.

11.1.3. Contractor shall have sufficient personnel to assure security and safety, see Staff section.

11.1.4. Staff shall be available 24 hours a day, 7 days per week, including holidays and weekends.

11.1.5. The Contractor shall allow Veteran to receive mail. The mail shall be kept secure until pick-up for Veteran. (At times, Veterans will need to receive medications by mail and/or important documents- all which ensure successful transition to permanent housing). The Contractor shall demonstrate practice to ensure Veterans’ access to mail including medications in a secure manner, see Medication section also.

11.2. Subsistence:

The Contractor shall provide all food and beverages for Veterans residing at the facility to include 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:

11.2.1 Meals that meet the nutrition and dietary guidelines of the United States Department of Agriculture found at: https://www.choosemyplate.gov/ .

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

11.2.3 Contractor shall also provide reasonable accommodations for fulfilling special dietary needs, such as kosher, diabetic, allergies, medically indicated, vegetarian (including vegetarian preferences). Contractor shall ensure Veterans eating such an alternate diet are provided with complete nutrition.

11.2.4 The Contractor shall be responsible for all meals and the preparation of the meals shall meet the Department of Health standards. The Contractor shall ensure food is stored per requirements of Nutrition with regards to proper heating and refrigeration (warmer(s)/ice box or refrigeration units).

11.2.5 The Contractor shall provide tables and chairs, all eating utensils, cups, plates, bowls, and napkins. The Contractor shall also provide trash receptacles and trash bags in the dining area and dispose of the trash after all meals.

12 Facilities Requirements.

12.1 The facility shall include 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.

12.2 Linens including sheets, pillowcases, towels, blankets, and pillows. The Contractor shall provide clean linens during a weekly linen exchange for all Veterans. The Contractor shall have spare linens to replace linens requiring cleaning between regularly schedule cleaning days.

12.3 Access to laundry facilities and supplies free of charge and adequate for residents to do their own laundry or to have laundry done at minimum one (1) time per week. If providing on-site shared laundry: A laundry facility shall include at least one (1) washer and one (1) dryer provided on-site for every 10 Veterans. Laundry service to include water, electricity, etc., shall be provided at no cost to authorized Veterans.

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

12.3.2 If equipment becomes non-functioning, the Contractor shall provide alternate weekly arrangements at community laundry facilities until in-house services are operable; the Contractor shall provide transportation for any Veteran in need to and from the location.

12.4 The Contractor shall provide health and personal hygiene supplies for Veterans throughout their stay (i.e., dental products, hair products, soap, shave products, deodorant products, minor first aid products, etc.).

12.5 The 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. The Contractor shall ensure that it has sufficient operating funds to maintain the facility according to the requirements of this contract.

12.6 Room inspections, including methods and frequency.

12.6.1 Regular room checks shall occur with a strong focus on maintaining a safe environment that promotes the wellbeing of all residents. Increased room checks and safety planning for Veterans determined to be high-risk is required with supporting documentation.

12.7 The Contractor shall provide cable services in a communal area of the facility and WIFI throughout the facility.

13 SAFE ROOM:

13.1 The Contractor shall:

13.1.1 Have a “Safe Room” for Veterans who enter the contract 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.

13.1.2 Ask inebriated Veterans who enter the facility to provide a urinalysis (UA) or breathalyzer for documentation purposes. If the Veteran refuses to provide the UA, the Contractor shall not refuse services or entry to the Veteran as long as it is medically safe to do so.

13.1.3 Determine if the Veteran needs immediate emergency services for medical attention. If medical attention is required, the Contractor shall call 911 and contact the HCHV COR by telephone during business hours. For afterhours an email shall be sent to the HCHV COR for notification. The Contractor shall complete a VA Incident Report and forward it to the HCHV COR, see Critical Incident Report section.

13.1.4 Place the Veteran in the Safe Room if determined that the Veteran is not in need of immediate medical attention and cannot go to their room.

13.1.5 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.

13.1.6 In all cases relating to signs of withdrawal and/or acts of violence, Contractor staff shall contact the local emergency response system-911 for assistance and contact the HCHV COR; for assistance and contact the HCHV COR by telephone during business hours. For afterhours an email shall be sent to the HCHV COR for notification. The Contractor shall complete a VA Incident Report and forward it to the HCHV COR, see Critical Incident Report section.

13.1.7 For admissions purposes, the safe room shall not be used as an assessment or bridge setting for same day admitted Veterans.

13.1.8 The safe room shall be furnished with the following:

13.1.8.1 One (1) single bed per occupant.

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

13.1.8.3 Immediate accessibility to restrooms facilities.

13.1.8.4 Immediate accessibility to staff in case of emergency.

14 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 HCHV COR will inspect the facility for cleanliness and report deficiencies to the Contractor and VAGLAHS.

15 Transportation. The Contractor shall provide transportation for Veterans to attend appointments at or off campus of the VA Medical Center (including local VA clinic or community providers), and appointments for potential housing placements, benefits agencies, and meetings with landlords. The Contractor shall help the Veteran access public transportation, including providing information and instructions necessary to enable Veterans to utilize public transportation. Transportation services should include assistance in obtaining Metro-cards, bus fare, or local subsidized transportation services such as Access, Lyft, etc., however if transportation services described above are not in place or until in place, the Contractor shall be responsible for providing transportation service. If VAGLAHS staff determines that adequate public transportation is not available or appropriate for a Veteran, the Contractor shall arrange for alternative transport by car or taxi at Contractor’s expense.

16.1.1 Structured group activities, as appropriate, shall occur at least TEN (10) times per month – examples include but are not limited to group therapy, life skills training, social skills training, financial workshops, Alcoholics Anonymous, Narcotics Anonymous, vocational counseling, SUD, and physical activities, as appropriate.

Should a Veteran have mental health, medical, family and/or employment obligations which directly conflict with this requirement, alternate group activities shall be arranged and/or the Contractor shall clearly document efforts made to accommodate the Veteran. Contractor shall coordinate provision of group activities with the HCHV COR. Groups shall have sign-in logs and brochures or other materials of what was discussed; these should be saved for the HCHV COR review.

16.1.2 Contractor shall facilitate a “House Meeting” once per month. For the purposes of this contract “House Meetings,” (or VAGLAHS Housing Resource Groups) shall not be counted as a structured group activity as the House Meetings shall have a therapeutic value and facilitation shall be the responsibility of the Contractor. Also, the House Meeting shall 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 in the event of a pandemic or social distancing is required and shall be distributed to the Veterans.

16.2 VAGLAHS Coordination: The Contractor shall collaborate and coordinate with VAGLAHS contract staff, as needed, to include coordination of supportive psychosocial services and housing. In particular, coordinated efforts shall be made with the HCHV COR around medical, mental health, admission and discharge needs.

16.3 Case Management: The Contractor shall 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 VAGLAHS programs and community resources.

Discharge planning shall begin at time of admission and be reviewed during case management and case conference meetings at least monthly.

A thorough written Individualized Service Plan (ISP) shall also be developed within one (1) week of admission for each Veteran placed in residential services and shall be updated every 30 days thereafter to discharge.

ISPs are developed through a joint effort with the Veteran, the Contracted provider, and the HCHV COR. ISPs shall be developed for each Veteran, by the Veteran and in collaboration with and based upon input from HCHV CRS program staff assessments, and other VAGLAHS clinical data. ISPs shall reflect Specific, Measurable, Action-Oriented, Realistic, and Time-bound (SMART) goals.

In addition, High Suicide Risk (HSR) Veterans identified by the HCHV COR, VAGLAHS Mental Health Staff, the Contracted case manager, or from a CPRS flag, the Contractor shall.

16.3.1 On a weekly basis, the Contracted Case Manager shall be required to update the HCHV COR on Veteran progress and/or safety concerns for HSR Veterans.

16.3.2 Contracted Case Manager shall review the HSR Safety Plans with the Veteran on a bi-monthly basis. HSR Safety plan reviews and a copy of the Veteran’s Safety Plan shall be documented in the chart.

16.4 All Veterans shall be referred to VAGLAHS for Primary Care and Mental Health (as needed) appointments and the Contractor shall support Veterans in making initial and subsequent appointments. Efforts shall be documented in the Veteran’s contract records and reviewed by the HCHV COR 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 Contract Record.

16.4.1 All Contractors shall provide proper documentation verifying services and case management efforts by all team members including, but not limited to housing, benefits and employment specialists, and contract management staff.

16.4.1.1 Notes shall be written in a professional manner, in a format that utilizes the clear settings of goals and documents progress towards those goals.

16.5 The Contractor shall provide treatment and discharge planning reflecting a team assessment of health, social and vocational needs and the involvement of the Veteran, VAGLAHS services and supports and appropriate community resources in resolving problems and setting goals.

16.6 Case Conference: The Contractor shall provide the HCHV COR with regular reports on changes in Veteran’s status, including all changes and observations concerning the Veteran’s needs, monthly or as needed basis.

16.7 Permanent Housing Search: Contractors shall provide Veterans with direct and ongoing assistance in achieving permanent housing. Permanent Housing is a primary goal of the HCHV CRS contracts, therefore plans for Veterans’ transition to permanent housing placements shall be clearly reflected in each ISP and in weekly case management notes.

16.7.1 As part of this plan, Veterans’ housing history and needs shall be assessed through a formal and thorough Housing Assessment completed within three (3) business days of contract admission. Housing Assessments shall identify Veterans’ housing history, strengths (i.e. positive prior rental history), and barriers (i.e. Unlawful Detainers).

16.7.2 Should Veteran refuse to engage with contract staff regarding plans for permanent housing transition, motivational interviewing and other therapeutic techniques shall be used to address Veteran’s ambivalence.

16.7.3 All efforts to engage Veteran regarding housing plans, options, and resources shall be clearly documented and include any therapeutic techniques utilized. Contractor staff shall provide direct assistance to Veterans in developing permanent housing plans and accessing appropriate housing resources. It is expected that as part of their housing plan, Veterans shall be co-enrolled in either Housing and Urban Development VA Supported Housing (HUD-VASH) or Supported Services for Veteran Families (SSVF)/Rapid Rehousing services.

16.7.3.1 These services shall be provided weekly through one-to-one case management. Examples of expected housing services include:

16.7.4 All housing efforts made by the Contractor shall be documented clearly and presented to HCHV COR upon request.

16.7.5 Mere communication with Veterans regarding housing, without subsequent Contractor staff documented action and follow-up, shall not on its own meet the above requirements.

16.8 Financial Planning: Referral to and follow up on all potential financial resources the Veteran may be eligible for (e.g., Social Security Income (SSI), Social Security Disability Income (SSDI), Food Stamps, Service Connection (SC), Non-Service Connection (NSC), pension, General Relief (GR), etc.).

16.8.1 Contracted Case Managers shall 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.

16.8.1.1 At minimum four (4) financial planning activities appropriate to the Veterans’ individual circumstances shall be documented monthly.

16.8.1.2 Veterans with no income shall be referred to Department of Public Social Services (DPSS) for General Relief and food stamps immediately but no less than two (2) weeks of admission.

16.8.1.3 Veterans with no income or limited income, the Contractor’s Case Manager shall explore their interest in increasing their income through employment, or benefits claims Social Security Income/Social Security Disability Insurance (SSI/SSDI) and/or Service Connected/Non-Service Connected (SC/NSC) funds.

16.8.1.3.1 If a Veteran is ineligible for employment, the Case Manager shall initiate a claim for benefits with the Veteran immediately but no less than 30 days from their admission.

16.8.1.4 Veterans shall be encouraged to save any income after addressing their bills.

16.8.1.4.1 Veterans should be encouraged to show proof of savings and their accumulation.

16.8.1.4.2 Veterans shall initiate a savings plans equal to their potential rental liability and move in cost.

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

16.10 Recovery: The Contractor shall support Veterans in an alcohol/drug abuse-free lifestyle provided in an environment conducive to social interaction and the fullest development of the resident’s rehabilitative potential. The Contractor shall assist Veterans to gain and 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 shall not be used to discharge or discipline a Veteran but shall be used as a clinical intervention to modify behavior.

16.11 Critical Incidents: The Contractor shall notify the HCHV COR immediately of any incidents involving Veterans residing in the HCHV CRS program.

16.11.1 The Contractor shall notify the authorizing HCHV COR immediately but no later than within 24 hours when a medical emergency occurs that requires hospitalization of an admitted Veteran. The Veteran shall be admitted to the appropriate VAGLAHS facility. When such admission is not feasible due to the nature of the emergency, hospitalization in a non-Federal facility is acceptable. If hospitalization of a non-emergent nature is required, admission to the appropriate VAGLAHS facility shall be accomplished by the Contractor. The Contractor shall make arrangements for admission and support the Veteran with any transportation issues that may arise.

16.11.1.1 The Contractor shall notify the HCHV COR by telephone during the hours of 8:00am and 4:30pm. For all incidents that occur after normal business hours, the Contractor shall notify the HCHV COR(s) the following business day. The Contractor shall provide the HCHV COR(s) a copy of the incident report within 24 hours or the next business day.

16.11.2 Critical Incident & Incident Reporting- All incidents shall be reported within 24 hours or the next business day. The Contractor shall complete the incident form and forward, in an encrypted email, to the assigned HCHV COR or their designee. The form shall have details as to what occurred and what were the interventions. Reportable incidences can include the following:

16.11.2.1 Falls

16.11.2.2 Assault (to Veteran or Staff)/Fights

16.11.2.3 Elderly/Dependent Adult Abuse or Neglect

16.11.2.4 Sexual Assault

16.11.2.5 Fire (Veteran Involved)

16.11.2.6 Medical/Psychiatric Emergency (911 Calls)

16.11.2.7 Hospitalization

16.11.2.8 Suicide or Suicide Attempt

16.11.2.9 Homicide

16.11.2.10 Death

16.11.2.11 Infectious Control (TB, etc.)

16.11.3 Death- In the event a Veteran residing in the HCHV CRS program under this contract dies, the Contractor shall promptly notify the HCHV COR authorizing admission and immediately assemble, inventory, and safeguard the Veteran’s personal effects. The funds, deposits, and effects left by Veterans upon the premises of the facility shall be delivered to the person or persons entitled thereto under the laws currently governing the facility for making disposition of funds and effects left by Veterans, unless the beneficiary died without leaving a will, heirs, or next of kin capable of inheriting.

When disposition has been made, the itemized inventory and a notation as to the disposition has been made, it will be immediately forwarded to the HCHV COR. Property and funds wherever located vests in and becomes property of the United States in trust. In these cases, the Contractor shall forward an inventory of any such property and funds in its possession to the appropriate VAGLAHS office and shall hold them (except articles of clothing necessary for proper burial) under safeguard until instructions are received from the VA concerning disposition.

16.11.4 The Contractor shall maintain a copy of any incident report in the Veteran’s case record. Please see above in reporting for details regarding what constitutes a Critical Incident or Incident.

16.12 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:

16.12.1 Medications and narcotics shall be properly stored, controlled, issued, and recorded in compliance with physician’s orders. Contractor shall establish procedures for insuring Veterans confidentiality in the storage of and keeping of records concerning medication. 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:

16.12.1.1 All medications shall be surrendered to the Contractor for storage and maintenance, unless clinically indicated to be carried on the Veteran’s person. All controlled substances shall be surrendered/stored by the Contractor.

16.12.1.2 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.

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

16.12.1.4 Contractor shall have a written policy regarding the use of prescribed medications by use of admitted Veterans. Such policy shall not preclude the illicit use of prescribed medications.

16.12.1.5 All medication shall be self-administered by the Veteran and monitored by Contractor’s staff during posted hours and as prescribed by physician’s orders. Veteran shall initial the Contractor’s medications log upon self-administering medication to verify the count of medication.

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

16.12.1.7 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.

TASK 3: DELIVERY OF SUPPORT SERVICES

17. Referrals, Admissions and Eligibility: The Contractor shall utilize an admission process that includes written eligibility criteria that are fair, objective, and compliant with applicable State and Federal laws.

Any admissions that occur without eligibility approval, i.e., after hours or weekends shall be verified by the HCHV COR within 24 hours or the next business day for the Contractor to receive payment for time spent prior to approval (e.g., admission after hours or during the weekend).

17.2 Admissions Process: During the admissions process, the HCHV COR will determine eligibility and appropriateness for placement into this HCHV…