RFI - LL Transitional Housing Final.pdf

THIS REQUEST FOR INFORMATION (RFI) – SOURCES SOUGHT IS ISSUED

SOLELY FOR MARKET RESEARCH AND PLANNING PURPOSES ONLY AND DOES

NOT CONSTITUTE A SOLICITATION

For: Sober Living Transitional Housing – Veterans Affairs Loma Linda Healthcare System

(VALLHS)

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. After review of the responses to this sources sought, a solicitation announcement may be published on Contract Opportunities in SAM.gov. Responses to this sources sought are not considered adequate responses to an impending solicitation posted to

SAM.Gov. All interested offerors will need to respond to that solicitation.

2. The NAICS for this requirement is 623220 – Residential Mental Health and Substance Abuse

Facilities.

3. Interested and capable Contractors should respond to this notice not later than 11:00AM

PST, 08/14/2026, via email only to Rafael Cervantes at Rafael.Cervantes@va.gov

Please provide the following:

(a) Company Name

(b) Address

(c) Point of Contact

(d) Phone and email of primary point of contact

(e) Unique Entity ID (UEI) Number

(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 the attached DRAFT excerpt of the Statement of Work (SOW). 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 services to that described in the attached

DRAFT SOW.

https://sam.gov/ mailto:Rafael.Cervantes@va.gov

(h) Respondents are also requested to include an Informal Quote identifying a proposed per diem rate per bed. This informal quote is not binding but will assist the

Government with its market research. Please include the Informal Quote for the base year daily bed rate and 4 option years.

4. SDVOSB/VOSB respondents.

a) If respondent is VOSB or SDVOSB, respondent is encouraged to provide proof of www.vetbiz.gov certification. In addition, SDVOSB/VOSB Contractors are asked to acknowledge that they understand the limitations on sub-contracting pursuant to FAR 52.219-14, Limitations on Sub-Contracting, which will be included in the impending solicitation. Further, SDVOSB/VOSB contractors are asked to respond that they are capable of providing the requested services keeping within the parameters of this clause.

b) Small businesses, including SDVOSB/VOSBS are also advised that per 13 CFR, §

125.6 the prime contractor's limitations on subcontracting are as follows:

1) General. In order to be awarded a full or partial small business set-aside contract with a value greater than $150,000, an 8(a) contract, an SDVOSB contract, a HUBZone contract, a

WOSB or EDWOSB contract pursuant to part 127 of this chapter, a small business concern must agree that:

2) In the case of a contract for services (except construction), it will not pay more than

50% of the amount paid by the government to it to firms that are not similarly situated. Any work that a similarly situated subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded.

5. Required Services. The intent of this contract is for the VA Loma Linda Healthcare System to engage a community provider to offer sober living housing services to fifth-teen

(15) homeless Veterans in a Sober Living Transitional Housing program.

6. Please note that if VA’s pending market research establishes that two or more VOSB or

SDVOSB, who are certified in VA’s Vendor Information Pages (VIP) site https://www.vip.vetbiz.gov/, can provide the services, VA will set aside the underlying solicitation per 38 U.S.C. §8127.

7. All contractors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) database found at https://www.sam.gov. Registration must include Representations and Certifications.

http://www.vetbiz.gov/ https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=d254fd6f55dec6a6ba3d0fb8c22b9aa4&term_occur=1&term_src=Title%3A13%3AChapter%3AI%3APart%3A125%3A125.6 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=28ecffbfcc51433405558dc74cf1be8f&term_occur=1&term_src=Title%3A13%3AChapter%3AI%3APart%3A125%3A125.6 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=28ecffbfcc51433405558dc74cf1be8f&term_occur=3&term_src=Title%3A13%3AChapter%3AI%3APart%3A125%3A125.6 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=28ecffbfcc51433405558dc74cf1be8f&term_occur=4&term_src=Title%3A13%3AChapter%3AI%3APart%3A125%3A125.6 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=28ecffbfcc51433405558dc74cf1be8f&term_occur=5&term_src=Title%3A13%3AChapter%3AI%3APart%3A125%3A125.6 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=28ecffbfcc51433405558dc74cf1be8f&term_occur=2&term_src=Title%3A13%3AChapter%3AI%3APart%3A125%3A125.6 https://www.law.cornell.edu/cfr/text/13/part-127 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=28ecffbfcc51433405558dc74cf1be8f&term_occur=6&term_src=Title%3A13%3AChapter%3AI%3APart%3A125%3A125.6 https://www.vip.vetbiz.gov/ http://www.sam.gov/

DRAFT STATEMENT OF WORK

1. Background

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

The purpose of this contract is to enter into a firm fixed-price contract with a community provider contractor who will provide Sober Living Housing services within a forty-five (45) mile radius of the VALLHS to Veteran beneficiaries as specified herein. All services shall be provided in accordance with the terms and conditions of this contract for a period of one year from the date of award with the Government’s option to exercise four (4) one (1) year option periods. The contractor shall provide all labor, supervision, supplies, and materials and transportation as required in this contract and resulting contract. The goal of this Sober Living Housing contract is to temporarily house Veteran beneficiaries that are enrolled and actively engaged in the VALLHS substance abuse/mental health treatment programs.

Sober Living Housing services should not be co-located with other transitional or rehabilitative housing programs.

2. Overview

The Contractor shall be expected to provide a fifth-teen (15) bed facility that offers same day residential placement that enhances the stability of Veteran services in the VALLHS substance abuse/mental health treatment programs.

3. Sober Living Services

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

a. Provide a Sober Living facility that will offer 24-hour staffing and provide semi-private quarters (2 people per room) that allow for participants to remain in the facility any time of the day or night. The target population served will include the Veterans with addiction issues who are either homeless, at risk of being homeless or in an unstable living situation who are enrolled and participating in the VALLHS Substance Treatment and Recovery Programs. If serving female Veterans, the Contractor will provide separate and secure living quarters, detached from male living quarters to ensure the safety of the participants.

b. Supportive services shall be provided that will assist evening and weekend activities that are in collaboration with VA program resources and that link Veterans to resources that may increase income and obtain vocational opportunities within the community.

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

a. Supervised alcohol/drug free environment

b. Supportive social services

c. Structured group activities

d. Physical activities

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

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

4. Veteran Code of Conduct

The Contractor shall develop a code of conduct to be reviewed and approved by the Contracting Officer Representative (COR) that program residents will follow while receiving services under this contract or while on facility premises. The code of conduct should be provided to the VA prior to program implementation and once approved; provided to program Veterans upon admission. At minimum, the following acts will not be permissible:

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

b. The carrying of any weapon(s).

c. Gambling in all forms

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

e. Sexual Harassment of other veterans or staff

f. Failure to attend scheduled groups per program schedule.

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

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

i. Refusing random drug testing while in contract housing.

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

k. Failure to comply with contract staff house rules.

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

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

5. Referral/Discharge & Coordination

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

a. All Veterans who are referred for services will have a letter of acceptance/referral from the VA COR or authorized personnel with date and Veteran’s identifying information, which will be documented in the Veteran’s chart for record keeping.

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

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

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

e. Coordination of care provided by VA staff and the contractor for individual Veterans shall be maintained as such:

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

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

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

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

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

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

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

iii. Any conviction or pending charges involving any felony crimes

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

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

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

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

iii. Possession of any illicit substances on the premises

iv. Sexual harassment of Veterans or contract house staff

v. Disclosing private medical information to unauthorized individuals

vi. Allowing entry of an unauthorized individual into contract housing

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

6. Supportive Housing Services

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

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

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

3) Evacuation plans must be posted in common areas.

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

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

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

Such activities may include:

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

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

3. Assistance with housing needs and resources

7) Contractor shall provide activities for Veterans as requested Sunday through Saturday, including recognized holidays.

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

7. Facility Maintenance and Supplies

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

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

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

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

c. No more than two occupants per room;

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

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

f. Efficient lighting;

g. Clean linen and towels;

h. Signs that identify female only rooms/restrooms;

i. On-site adequate laundry facilities;

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

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

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

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

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

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

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

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

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

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

i. Chairs

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

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

q. Designated smoking areas shall be provided in accordance with the laws of The State of California and/or additional local County law;

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

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

i. At least two chairs

ii. Small table or desk

iii. Be handicap accessible

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

8. Implementation

Task Timeline

Demonstrate site control At the time of proposal submission.

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

Within 90 days of the award.

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

Within 90 days after the post award inspection

Identify all staff required per the Statement of Work and have in place and available to provide the full range of case management and onsite services to Veterans.

Within 120 days after the contract award.

Implementation Timeline: The contract facility and associated onsite services are expected to pass inspection and become fully operational within 90 days from the date of the contract award. Failure to meet the 90-day milestone may result in the contract being terminated. The Contractor will demonstrate successful completion of the following tasks, validated by VA inspection, prior to receiving Veteran referrals and invoicing for payment.

8.1. The Contractor shall not commence performance on the tasks in the awarded SOW until the Contracting Officer or representative has conducted an initial meeting or has advised the Contractor that an initial meeting is waived. Additionally, if Government chooses to exercise option years of contract, follow-up meetings will take place annually, at a minimum.

8.2. VA will conduct an inspection that contractor sites must pass prior to contractors being able to submit a request for per diem payment to ensure this requirement is met.

8.3. A pre-award inspection of the facility and on-site services will be conducted by the VA contract inspection team. This team is made up of HCHV clinical staff, VA fire and safety officials, nursing, dietetics, and other staff as deemed necessary for facility inspection. Pre-award inspection will be completed within 90 days of quote submission. Any items requiring corrective action will be communicated to the Contractor in writing within one (1) week of inspection and this is to be at no cost to the Government.

9. Records

The Contractor is a VHA contractor and shall assist in the provision of health care to patients seeking such care from or through VHA. As such, the Contractor is considered as being part of the department health care activity. The Contractor is considered to be a VHA contractor for purposes of the Privacy Act, Title 5 U.S.C. 552a, further, for the purpose of VHA records access and patient confidentiality. Contract is considered to be a VA contractor for the following provisions: Title 38 U.S.C. 5701, 5705 and 7362. Therefore, the Contractor will not have access, as would other appropriate components of VHA, to patient medical records including patient records pertaining to drug and alcohol abuse, HIV, and sickle cell anemia, to the extent necessary to perform its contractual responsibilities. The Contractor is subject to the same penalties and liabilities for unauthorized disclosures of any records as VHA. Contractors and any subcontractors must adhere to the provisions of Public law 104-191, Health Insurance Portability and Accountability (HIPAA) act of 1996.

This includes both the HIPAA Privacy and Security Rules published by the Department of Health and Human Services protected health information by covered entities. The covered entity component of the Department of Veteran Affairs is the Veterans Health Administration Business Associate Agree (BAA). Contractor shall be responsible for maintaining the following:

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

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

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

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

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

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

g. Contractor will complete all VA’s security and privacy awareness training and any additional role-based training, as outlined in the contract. These include, but not limited to, “VA Privacy and Information Security Awareness and Rules of Behavior” and “Privacy and HIPAA Training” only if the COR grants access to VA electronic systems.

h. All Veteran files shall contain demographic information sufficient to identify the Veteran participant and to satisfy data collection needs of the program and funding agencies, to include but not limited to:

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

ii. Date of Birth;

iii. Sex;

iv. Race/ethnic backgrounds;

v. Address;

vi. Telephone number;

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

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

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

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

xi. Admission agreement;

xii. Authorization to release information, including, VA release of information (ROI) on most current VA form 10-5345;

xiii. Referral source and reason for referral;

xiv. Veteran rights document;

xv. Medical referrals and clearances as needed;

xvi. Correspondence with or regarding the Veteran;

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

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

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

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

j. Contractor shall notify assigned VA COR/Liaison or designee within 24 hours of AWOL, Death or unanticipated discharge telephonically or Contractor shall use encrypted email.

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

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

10. Reports

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

In the event a Veteran participant dies, the Contractor shall promptly notify the VHA staff/Liaison/COR immediately and immediately assemble, inventory, and safeguard the patient’s personal effects. Any fund deposits and effects left by the Veteran upon the premises of the facility shall be delivered by the Contractor to the VHA Decedent Affairs (DA) for making disposition of funds and effects left by Veterans. When deposition has been made, the itemized inventory, with a notation as to the disposition of funds, will be immediately forwarded to the VA DA office. Should the deceased Veteran leave no will, heirs, or next of kin; his/her personal property and funds, wherever located, vests and becomes property of the United States in trust. In these cases the Contractor will forward and inventory any such property and funds in its possession to the appropriate VA DA office and will hold team (except articles of clothing necessary for proper burial) under safeguard until instructions are received from the VHA Da office concerning disposition.

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

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

11. Dietary Services

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

a. Three (3) hot and cold meals shall be served; breakfast, lunch and dinner;

with no more than an 8 hour time span between each meal.

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

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

d. Food preparation, serving, and storage shall be in accordance with California Department of Public Health.

http://www.cdph.ca.gov/programsPages/FDB%20Food%20Safety%20Progra m.aspx

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

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

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

h. The dietary needs of all Veterans shall be met in accordance with sound nutrition consistent with USDA standards. USDA dietary guidelines may be found at: http://www.cnpp.usda.gov/dietaryguidelines.htm

12. Transportation Services

The Contractor shall be required to provide transportation to and from VA Loma Linda Medical Center and outpatient clinics for Veterans participants only. The VALLHS will have the right to inspect any vehicles utilized for the transportation of Veterans by an authorized representative(s) designated by the VHA to determine whether safe operating conditions are being maintained.

Transportation services are to be provided as follows:

http://www.cdph.ca.gov/programsPages/FDB%20Food%20Safety%20Progra http://www.cnpp.usda.gov/dietaryguidelines.htm

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

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

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

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

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

13. Qualifications

1) Staffing:

1. Program Manager

i. Certified Addiction Specialist

ii. Certified through CAADE, CADTP, or CCAPP

iii. Minimum of five (5) years experience

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

2. Direct Care/Paraprofessional Staff

i. Certified Addiction Counselor

ii. Certified through CAADE, CADTP, or CCAPP

iii. Minimum of two (2) years consistent experience

3. All technical and professional staff shall have a current and valid Basic Life Support (BLS) certification

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

2) Facilities

This will be used to determine if the Contractor’s facility meets the required safety, licensing, and health codes/certifications:

a. Contractor’s facility conforms to the Life Safety Code, National Fire Protection Association (NFPA) #101 standards:

http://www.nfpa.org/abouthecodes/AboutTheCodes.asp?DocNum=1 01&cookie%Ftest=1

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

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

d. Contractor’s facility shall be wheelchair accessible.

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

f. Facility shall be a home/house setting as to promote a communal environment

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

h. Facility shall be located within a forty-five (45) mile radius of the VALLHS campus

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

14. Staffing

At minimum, there must be one (1) full-time Program Manager or his/her staff designee on duty or on-call available for emergencies 24 hours a day, 7 days a week, 365 days a year.

Responsibilities include but are not limited to:

a. Management of the Contract

b. Management of program and facilities

c. Ensures fidelity of services

d. Ensures timely and accurate billing

e. Ensures timely submission of required documentation to VA http://www.nfpa.org/abouthecodes/AboutTheCodes.asp?DocNum=101&cookie%25Ftest=1 http://www.nfpa.org/abouthecodes/AboutTheCodes.asp?DocNum=101&cookie%25Ftest=1 http://www.access-board.gov/adaag/html/adaag.htm http://www.access-board.gov/adaag/html/adaag.htm

f. Coordinating for annual inspection of services with VA staff

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

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

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

15. Direct Care/Paraprofessional Staff

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

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

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

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

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

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

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

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

8) Staff members on duty must always be awake.

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

1. Monitor of safety

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

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

16. Standard of Conduct

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

Contractor staff should not engage in dual or multiple relationships with Veterans or their family members in which there is a risk of exploitation or potential harm to the Veteran or Veteran family. Contractor is responsible for taking steps to protect Veterans and their family members and is responsible for setting clear, appropriate, and culturally sensitive boundaries.

Standards for conduct shall mirror those prescribed by current Federal Personnel Regulations. A review current Federal Personnel Regulations can be found at http://www.opm.gov/hr_practitioners/lawsregulations.

Complaints concerning contract personnel’s conduct with Government employees or Veteran patients shall be dealt with by the Contractor and COR. The Contracting Officer is the final authority on validating complaints. If the Contractor personnel are involved and named in a validated complaint, the Government reserves the right to refuse acceptance of the services of such personnel. This does not preclude refusal in the event of incidents involving physical or verbal abuse. The final arbiter on questions of acceptability is the Contracting Officer.

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

17. Subcontractors

All individuals that provide services under this contract and are not employees of the Contractor will be regarded as Subcontractors. The Contractor shall be responsible and accountable for the quality of care delivered by any and all of its Subcontractors. The Contractor shall be responsible for strict compliance of all contract terms and conditions without regard to who provides the service. The parties agree that the Contractors, its employees, agents and subcontractors shall not be considered VA employees. Please reference clause “Limitation on Subcontracting” included in section C of this solicitation.

18. Substitution of Personnel

The Contractor shall utilize the personnel named in its proposal to perform the services required under this contract. In the event that any of the personnel named in the proposal are unable to perform the duties of this contract, for any reason such as death, illness, resignation from the contractor’s employ, the contractor shall promptly submit to the Contracting Officer and COR, in writing, a detailed explanation of the circumstances necessitating the substitution in 30 days. The Contractor shall submit this request in writing, along with a resume for the proposed substitute, and any other information that may be needed to approve or disapprove the proposed substitution. Any substitution of personnel shall occur without any increase to the contract price and without delay in the performance or delivery of services to the Government.

The Government shall have the right to require replacement of any contractor or subcontractor employee assigned to work on this contract, if the employee is determined not to possess the experience, education, credentials or ability required under the contract, or if said employee is for any other reason found to be unsuitable to perform the work required by the contract. The replacement shall meet the Personnel requirements stated in the contract.

19. Contractor Liaison

The Contractor shall designate one employee who shall be responsible for the performance of the work under this contract. The Contractor Liaison shall have full authority to act for the Contractor on all matters relating to the daily operation of this contract. The Contractor Liaison may be personnel performing under this contract. An alternate may be designated, but the Contractor shall identify, in writing, those times when the alternate shall act as the liaison.

Contractor Liaison:

Phone:

Fax:

Email Address:

20. Alcohol/Drug Screening

Contractor is responsible for ensuring their employees are not using alcohol or illegal drugs and may be subject to random alcohol/drug testing performed by the Contractor. They are also subject to alcohol/ drug testing when there is a reasonable suspicion that they use or are impaired by alcohol or illegal drugs while on duty. Reasonable suspicion of alcohol/drug use or impairment includes, but is not limited, to the following:

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

b. A pattern of abnormal conduct or erratic behavior;

c. Arrest or conviction for a drug-related offense or the identification of a Contractor physician as the focus of a criminal investigation into illegal drug possession, use or trafficking;

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

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

21. Patient Sensitivity

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

22. Health Requirements

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

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

2. Rubella Testing – all contractor personnel shall provide proof of immunization for measles, mumps, rubella, or rubella titer of 1:8 or greater. If the titer is less than 1:0, the rubella immunization must be administered with follow-up documentation to the COR.

3. Immunizations – for purposes of infection control, all contractor personnel shall take required immunizations and any health action required by generally accepted public health standards and any immunizations necessitated by any outbreaks in the area/community.

Contract personnel shall not be allowed to perform duty until immunization documentation is provided to the COR.

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

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

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

The Contractor shall provide the Government with all the information necessary to ensure that Government records are maintained correctly and in compliance with The Joint Commission (TJC), OSHA and the Center for Disease Control health records requirements, for each individual Contractor employee.

23. Ordering Activities and Offices

VA shall designate a Contracting Officer Representative (COR)/Liaison to monitor the contract performance and assist in contract administration. A delegation of authority letter delineating the responsibilities and limitations of the COR shall be provided to the Contractor. Any commitments of changes, which affect the price, quantity, authority to amend or render a decision on questions of the fact in dispute and related contract administration problems are duties of the Contracting Officer and cannot be delegated.

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

24. Site Inspection

The VA shall conduct an inspection of facility(s) prior to and anytime during the period of performance. The Contractor shall permit on-site visits by the VA to assure compliance with the contract requirements. Contractor shall make all records accessible for review by VA staff.

25. Release of Medical Information

The Contractor shall take reasonable measures to ensure Veteran’s privacy and confidentiality. The Contractor shall only release medical information obtained during the course of this contract to VA employees involved in the care and/or treatment of the Veteran. The Contractor personnel shall make sure no Veteran information of any type is given to outside parties, agencies or organizations of any type without the expressed written consent of the Veteran and the VA and only in capacities directly related to the provision of the services contracted in this instrument. Lists, names, and/or social security numbers of Veterans shall not be disclosed or revealed any way, for any use outside the Contractor’s facility or without prior express written permission of the Contracting Officer or the Veteran. That only the minimum necessary Veteran information is used to provide appropriate service to the correct Veteran. Transcribed reports containing personal identifiers, when not used as an official document, must be shredded by the Contractor in accordance with VA policy on destruction of records. Temporary paper records that are collected for destruction must be kept in a manner that will prevent their content from being read by individuals with no official business need or right to access the data contained in these records. The method of collecting and processing these records must also prevent the loss or theft of these records until their final destruction. The Contractor is subject to the same penalties and liabilities for unauthorized disclosures of such records as VA personnel.

26. Computer Security

In the performance of official duties, if the Contractor personnel will have regular access to printed and electronic files containing sensitive data that must be protected under the provisions of the Privacy Act of 1974 and other confidentiality laws, and agency policy. All Contractor personnel are responsible for protecting the data from unauthorized release or from loss, alteration, or unauthorized deletion by 1) following applicable regulations and instructions regarding access to computerized files, release of access codes, etc., as set out such provisions and in the access agreement which the contract personnel signs, and

2) ensuring that all Contractor personnel who will have access to sensitive information complete the privacy and security awareness training on an annual basis and sign the Rules of Behavior that lays out the responsibilities of a user of any VA information system.

27. Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule

The Contractor personnel herein agree to take all reasonable precautions to safeguard patient information from unauthorized access or modification, in both electronic and hard-copy formats. This includes not only electronic security measures such as “strong” user passwords on computer systems, but also physical barriers to prevent unauthorized use of computer work-stations; and also requires that hard copy Veteran files are in secured lockable areas, that files are in lockable cabinets, that the cabinets can in fact be locked (i.e., keys are available, and the locking mechanisms work properly). This precaution also includes the proper transfer of Veteran information via electronic means, such as faxing or system-to-system transmission.

28. Quality Assurance and Performance Monitoring

The Contractor will be held to the same standard as VA personnel through quality assurance and performance monitoring to ensure compliance under this contract. These procedures will include time and attendance log verification, monitoring of the medical records or other records as called for under this contract. The Quality Assurance and Performance Monitoring will be governed by the appointed COR who will be responsible for verifying compliance with the terms and conditions of the contract.