36C26322Q0217.pdf

PAGE 1 OF 761. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. DUNS: DUNS+4:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

36C26322Q0217

Matthew Dale 651-293-3010

36C263 Department of Veterans Affairs

NETWORK 23 CONTRACTING OFFICE

316 Robert Street N. STE. 506 St. Paul MN 55101

X

624221

$12 Million

X

N/A

X

36C636

Department of Veterans Affairs Nebraska-Western Iowa VA Medical Center 4101 Woolworth Avenue Omaha, NE 68105

36C263

Department of Veterans Affairs

NETWORK 23 CONTRACTING OFFICE

316 Robert Street N. STE. 506 St. Paul MN 55101

Y

Department of Veterans Affairs Financial Services Center PO Box 149971

Austin TX 78714-9971

See CONTINUATION Page

Solicitation for emergency shelter and related services for the Nebraska-Western Iowa VA Health Care System.

Services to be provided in Lincoln, Nebraska for eligible Veterans in accordance with the terms of the B.3 Performance Work Statement.

See E.7 Instructions to Offerors for additional information.

See CONTINUATION Page

X

Matthew Dale Contracting Officer

X 1

15 February 2022

11 March 2022

5 PM CST

36C26322Q0217

Table of Contents

Section B - Continuation of Sf 1449 Blocks

B.1 Contract Administration Data B.2 Schedule B.3 Performance Work Statement B.4 VA Information and Information System Security / Privacy Language B.5 Records Management Obligations (NARA Language)

Section C - Contract Clauses

C.1 52.212-4 Contract Terms and Conditions— Commercial Products and Commercial Services (Nov 2021) C.2 52.216-18 Ordering (Aug 2020) C.3 52.216-19 Order Limitations (Oct 1995) C.4 52.217-8 Option to Extend Services (Nov 1999) C.5 Option to Extend the Term of the Contract (Mar 2000) C.6 Child Labor – Cooperation with Authorities and Remedies (Jul 2020) C.7 52.223-99 Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors (Deviation Oct 2021) C.8 FAR 52.223-99 Addendum: VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors (Oct 2021) C.9 VAAR 852.212-70 Provisions and Clauses Applicable to VA Acquisition of Commercial Items (Apr 2020) C.10 VA Mentor-Protégé Program (Dec 2009) C.11 Evaluation Factor for Participation in the VA Mentor-Protégé Program (Dec 2009) C.12 VAAR 852.219-75 Subcontracting Commitments Monitoring and Compliance (Jul 2018) C.13 Subcontracting Plans Monitoring and Compliance (Jul 2018) C.14 52.252-2 Clauses Incorporated by Reference (Feb 1998) C.15 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (Jan 2022)

Section D - Contract Attachments

Section E - Solicitation Provisions

E.1 52.212-1 Instructions to Offerors—Commercial Products And Commercial Services (Nov 2021) E.2 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (Nov 2021) E.3 52.209-7 Information Regarding Responsibility Matters (Oct 2018) E.4 52.233-2 Service of Protest (Sep 2006) E.5 52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998) E.6 Evaluation- Health Care Resources (Jan 2003) E.7 Instructions to Offerors (Addendum #1 to VAAR 852.273-73) E.8 Evaluation of Option to Extend Under FAR 52.217-8 (Addendum #2 to VAAR 852.273-73) E.9 52.212-3 Offeror Representations and Certifications—Commercial Items (Nov 2021)

Section B - Continuation of Sf 1449 Blocks

B.1 Contract Administration Data (continuation from Standard Form 1449, block 18A.)

Under the authority of Public Law 104-262 and 38 USC 8153, the Contractor agrees to provide Health Care Resources in accordance with the terms and conditions stated herein, to furnish to and at the VA Nebraska-Western Iowa Health Care System, the services and prices specified in the Sections B.2 (Schedule) and B.3 (PWS).

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR: (include name, address, phone, and email contact information).

b. GOVERNMENT: Matthew Dale, Contracting Officer Department of Veterans Affairs Network Contracting Office (NCO) 23 316 N. Robert St. STE 506 St. Paul MN 55101 651-293-3010 Matthew.Dale3@va.gov

c. Contractor and Government points of contact can be changed by written notification to the other party. Notification will be placed in the Contract file and will not require a modification to the Contract.

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor should be mailed to the following address (Contractor fill in address information below):

3. INVOICES: Invoices shall be submitted monthly in arrears. See B.3 PWS page__ Section 10, Invoicing and Payment for details.

4. Type of Contract:

Per-procedure, fixed price, indefinite delivery indefinite quantity under the authority of VAAR 873 and FAR 13.5.

mailto:Matthew.Dale3@va.gov

B.2 Schedule The Contractor shall furnish all personnel to provide services necessary to services as detailed in the B.3 Performance Work Statement (PWS) to eligible beneficiaries in support of the VA Nebraska-Western Iowa Health Care System’s Health Care for Homeless Veterans (HCHV) program. The HCHV strives to remove homeless Veterans from the street or from habitation unfit for Veterans and place them in community-based residential environments with sufficient therapeutic services to meet the Veterans’ needs.

Place of Performance: Lincoln, Nebraska.

Pricing Instructions: Offerors- please provide all-inclusive rate per Veteran per day in the Unit Price section and multiply by ten for proposed total estimate for each period of performance. Lastly, combine the totals for your proposed base period total estimated cost with the option year estimates to provide a total proposed estimate for all periods of performance.

Period of Performance: 01 April 2022 to 31 March 2022 with four option periods of one year each.

Lincoln Nebraska HCHV Homeless Shelter and Support Services Base Period of Performance: 01 April 2022 to 31 March 2023

LIN Description Estimated Quantity

Unit Price

Estimated Total Price for Base Period

Lincoln Veteran Transitional Housing and Services – estimated ten beds per day, every day.

Includes all services listed in the PWS at section B.3.

10 beds / day

Lincoln Nebraska HCHV Homeless Shelter and Support Services Option Year 1: 01 April 2023 to 31 March 2024

LIN Description Estimated Quantity

Unit Price

Estimated Total Price for OY 1

Lincoln Veteran Transitional Housing and Services – estimated ten beds per day, every day.

Includes all services listed in the PWS at section B.3.

10 beds / day

Total estimated price for all periods of performance: $_____________________________ Minimum Contract Value: 100 bed days Maximum Contract Value: 25,000 bed days

Lincoln Nebraska HCHV Homeless Shelter and Support Services Option Year 2: 01 April 2024 to 31 March 2025

LIN Description Estimated Quantity

Unit Price

Estimated Total Price for OY 2

Lincoln Veteran Transitional Housing and Services – estimated ten beds per day, every day.

Includes all services listed in the PWS at section B.3.

10 beds /

Option Year 3: 01 April 2025 to 31 March 2026

LIN Description Estimated Quantity

Unit Price

Estimated Total Price for OY 3

Lincoln Veteran Transitional Housing and Services – estimated ten beds per day, every day.

Includes all services listed in the PWS at section B.3.

Option Year 4: 01 April 2026 to 31 March 2027

LIN Description Estimated Quantity

Unit Price

Estimated Total Price for OY 3

Lincoln Veteran Transitional Housing and Services – estimated ten beds per day, every day.

Includes all services listed in the PWS at section B.3.

B.3 Performance Work Statement A. Purpose

The core mission of the HCHV program is to reduce homelessness among Veterans by conducting outreach to those who are the most vulnerable and who are not currently receiving VA services and then engaging them in treatment and rehabilitation via VA programs and non-VA community programs that provide prevention and support services. The Department of Veterans Affairs NWI Health Care System in Lincoln, NE requires contractors to provide services as part of its Health care of Homeless Veterans (HCHV) program. The contracted services allows for the HCHV program to remove homeless Veterans suffering from serious mental illness, substance abuse disorder and/or moderate medical needs from the street or habitation unfit for Veterans and place them in community-based, residential environments with sufficient therapeutic services to meet the needs of those Veterans to move towards obtaining permanent housing in accordance with 38 U.S.C. 2013 (a).

38CFR 63.3. The Contracted Emergency Residential Program is outlined in the HCHV Program Handbook 1162.09.

B. Background Through the HCHV program, the Department of Veterans Affairs (VA) provides case management services to Veterans and facilitates their access to a broad range of medical, mental health, and rehabilitative services. This requirement is for the acquisition of services for veterans from a contractor who can provide care, treatment and rehabilitative services, including services focusing on securing permanent housing in community-based treatment facilities offering a safe and secure environment that supports individualized rehabilitation goals in Lincoln, NE. The contractor is expected to target and prioritize homeless veterans transitioning from literal street homelessness, veterans discharged from institutions, veterans required to register on a sexual offense registry, Veterans in need of medical respite and Veterans who recently became homeless and require safe and stable living arrangements while seeking permanent housing. Veterans must meet the following criteria:

• Are eligible for VA health care as determined by the local VA medical center.

• Are determined to be homeless based on the McKinney-Vento Act definitions(see Reference section for details) by the local VA medical center HCHV program; and

• Are suffering from a mental health and/or substance abuse disorder.

The contractor will be required to provide therapeutic and rehabilitative services, including services to assist veteran in securing permanent housing, but will not be required to provide detoxification or other hospital level treatment. Those services will be provided by the VA at VA facilities. VA my complement the non-VA community-based provider’s program with added treatment services such as participation in VA outpatient programs.

C. Required Services

1. BASIC SERVICES. The contractor shall furnish each Veteran referred for care under this contract with the following basic services:

a. ROOM and BOARD: Room and Board to include a bed and other furnishing such as a dresser, storage, and personal linens(towels and bed sheets). In addition, room and board will include a place for the Veteran to secure personal valuables and belongings in a locked storage space within the Veteran’s room or locked storage space within the facility the Veteran will have access to 24/7.

b. Nutrition: Provide (3) nutritionally adequate meals a day, 7 days a week and availability of nutritious snacks between meals and bedtime for those requiring or desiring additional food when it is not medically contraindicated. Demonstrate the ability to meet special dietary needs. Ensure refrigeration and dry food areas are properly maintained. Provide resource information as applicable to educated Veterans with special dietary needs.

c. LAUNDRY FACILITIES: Laundry facilities for residents to do their own laundry or to have laundry done.

d. MEDICATION STORAGE AND MONITORING: Contractor shall provide appropriate space and security for the storage of medications. Appropriate policies and procedures that support the safe storage of medications for Veteran residents should be determined by the type of house setting. A locked storage device can be provided to the Veteran to secure the Veteran’s medications or central storage can be provided by the HCHV Contracted Residential Program.

The Contractor will have written procedures that address medication storage while providing access to medications and safe disposal of medications and syringes. Veterans residing in the program should be educated about these procedures and the importance of safely storing their medications. The Contractor will have procedures related to medication monitoring for Veterans requiring this service.

The contractor will keep an up to date individual record of all medications, including prescription and non-prescription medications used by participants. Contractors will establish written policy for review of medications for expiration dates or deterioration.

The contractor will demonstrate provider staff responsible for monitoring of medications are familiar with medications stocked; have knowledge of/or access to information (e.g. current physicians desk reference or other resource) that includes indications, side effects, interactions and potential allergic reactions.

e. THERAPEUTIC AND REHABILITATIVE SERVICES: Therapeutic and Rehabilitative Services determined to be needed by each individual Veteran referred for treatment as stated in the treatment plan developed by the Contractor, with input from the Veteran and the VA Homeless program Coordinator(or designee). Services required of the Contractor must be able to furnish shall include:

i. Structured group activities as appropriate-examples include group therapy, social skills training, Alcoholics Anonymous, Narcotics Anonymous, vocational counseling and physical activities as appropriate.

ii. Collaboration with the VA program staff, who will provide supportive psychosocial services.

iii. Individual professional counseling, including counseling on self-care skills, adaptive coping skills, mental health stabilization and, as appropriate, vocational rehabilitation counseling, in collaboration with VA program and community resources.

iv. Assistance to develop responsible living patterns, to maintain an acceptable level of personal hygiene and grooming, and to achieve a more adaptive level of psychosocial functioning, upgraded social skills, improved tenancy skills and improved personal relationships.

v. Support for an alcohol/drug abuse-free lifestyle provided in an environment conductive to social interaction and the fullest development of the resident’s rehabilitative potential. An environment that is free from drugs and alcohol, encouragement from staff and peers to practice learned skills within the facility and opportunities for Veterans to practice learned skills in community.

vi. Assistance to gain and to apply knowledge of the illness/recovery process in an environment supportive of recovery models.

vii. A program that promotes community interaction.

viii. Assistance in discharge planning to secure permanent housing, not limited but to include identification and referral to resources identified via team assessment which shall include the Veteran, the VA staff and appropriate community resources to resolve barriers impacting Veteran’s ability to secure permanent housing.

ix. The Contractor will act as primary in providing participants case management services to all participants. VA HCHV Program Coordinator or designee will provide case management services as secondary in collaboration with the Contractor.

f. In addition, the Contractor shall include a team assessment of the health, mental health, substance use, social and vocational needs when providing treatment and discharge planning as outlined in the Individual Service Plan. The team assessment shall include the Veteran, the VA staff, and appropriate community resources in resolving problems and setting goals.

g. The Contractor shall comply with the principles listed in 38 CFR 17.707(b) to provide housing and supportive services in a manner that is free from religious discrimination.

2. SUPPLEMENTAL SERVICES: All services will be provided at no additional charge to the stated daily fixed fee, except for those services specifically stated below to be Supplemental Services. None

3. NUMBER OF VETERANS TO BE COVERED BY THE CONTRACT: Contractor will provide services to cover a capacity of 10 Veterans at any given time.

D. Additional Contract Requirements

1. PERSONNEL

a. The Contractor will employ sufficient personnel to carry out the policies, responsibilities, and the program for the facility. At a minimum there must be at least one administrative staff member, or designee of equivalent professional capability, on duty on the premises and available for emergencies 24 hours a day, 7 days a week.

b. The Contractor shall assign to this contract personnel that by education and training (and, when required, certification or licensure) are qualified to provide the Basic Services and Supplemental Services required by this PWS.

c. The Contractor must identify each person functioning as “Key Personnel” under this contract and provide to the VA a description of the services they will provide, together with a resume summarizing their relevant skills and experience.

d. During the first ninety (90) calendar days of contract performance, the Contractor shall make NO substitution of key personnel unless the substitution is necessitated by illness, death or termination of employment.

i. Within 14 days after substitutions necessitated by situations described above, the Contractor shall provide resumes of the substitute key personnel.

ii. For substitutions proposed by the Contractor after the initial 90 calendar day period, the Contractor shall provide resumes for the substitute personnel, together with any other additional information requested by the Contracting Officer, at least 15 days before the substitution is to occur.

iii. The Contracting Officer shall notify the Contractor within fifteen (15) calendar days after receipt of all required information if the VA refused to accept the substitute key personnel.

iv. The VA reserves the right to refuse or revoke acceptance of key personnel if personal or professional conduct, or lack of required sills or experience, jeopardizes patient care or interferes with the regular and ordinary operation of the facility.

v. Temporary substitutions of key personnel shall be permitted in accordance with the Contractor’s contingency plan. The Contractor’s contingency plan to be utilized if personnel leave Contractor’s employment or are unable to continue performance in accordance with the terms and conditions of resulting contract must be submitted as part of the Contractor’s offer.

e. Contractor will develop written plan on the process for staff responsible for monitoring medications are provided orientation, continuing education as appropriate.

f. All staff providing services to Veterans under this contract must undergo the appropriate background investigation per contracted agency requirements. The contracted agency is responsible for any and all fees associated with obtaining appropriate background investigation per contracted agency requirements.

2. REFERRALS

a. The VA is responsible for determining eligibility of Veterans prior to referral to the

Contractor for treatment. A written referral (hard copy, fax or secure e-mail are acceptable) signed by an authorized VA ordering officer shall be provided to the Contractor for each Veteran referred for services under the contract.

b. A list of authorized VA ordering officials for the contract shall be provided to the Contractor upon award of the contract. Ordering officials may be added or deleted from the list during the term of the contract at the discretion of VA Contracting Officer. The Contractor shall be provided an updated list of authorized VA ordering officials whenever such changes are made.

c. It is understood that the Contractor will not be paid for care provided to a referred Veteran beyond the period authorized in the referral, unless an extension of the authorization is provided in writing by the VA.

d. The initial referral period of a Veteran may be up to 60 days, depending upon the needs of the Veteran as mutually determined by the Veteran, the contractor’s staff, and the VA Homeless Program Coordinator or designee. An extension of the referral period up to a total of 6 months may be authorized by the VA Homeless Program Coordinator or designee, provided that funding is available. Treatment period in excess of 6 months for individual Veterans must be authorized by the VA Homeless Program Coordinator or designee. Any change that affects the active terms of the contract must be coordinated through the VA COR and Contracting Officer or authorized ordering official.

e. All referral requests will be processed by the Contractor and a decision to accept or not accept made within (2) business days of receipt. The Contractor will provide the VA Homeless Program Coordinator or designee in writing(hard copy, fax or secure e-mail are acceptable) the referral decision.

3. ABSENCES AND CANCELLATION

a. The VA will only pay for occupied beds daily. The contractor shall notify the VA of unauthorized absences by a referred Veteran from the facility.

i. Should a Veteran absent himself/herself from the Contractor’s facility in an unauthorized manner, payment for services for that Veteran shall be continued for a maximum period of two (2) days, provided there is an active outreach attempt on the part of the Contractor’s staff to return the Veteran to the facility and there is a reasonable belief that the Veteran will return.

ii. Management of program dropout will be an element of quality assurance review of this program.

iii. Absences of the Veteran from the facility in excess of two (2) days will not be reimbursable unless authorized in advance by the VA Homeless Program Coordinator or designee.

b. 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.

c. The Contractor shall notify the authorizing VA facility immediately when a medical emergency occurs that requires hospitalization of a referred Veteran.

i. It is agreed that the Veteran will be admitted to the appropriate VA facility.

ii. When such admission is not feasible because of the nature of the emergency, it is agreed that hospitalization in a non-federal hospital may be accomplished provided that VA authorization is obtained.

iii. If hospitalization of anon-emergency nature is required it is agreed that admission to the appreciate VA facility will be accomplished promptly.

d. The Contractor shall notify the authorizing VA facility immediately of any incidents involving Veterans residing in the residential program.

i. The contractor shall notify the VA HCHV Program Coordinator by telephone during the hours of 8:00 am and 4:30 pm.

ii. For all incidents that occur after normal business hours, the Contractor should notify the Administrator on Duty (AOD).

iii. The Contractor shall provide the HCHV Program Coordinator and the VA COR with a copy of the incident report within 24 hours.

iv. The Contractor shall maintain a copy of the incident report in the Veteran’s case record.

e. The Contractor will complete a written incident report within 24 hours of notification.

Incidents include but are not limited to:

i. death; fire; drug/police raid; suicide/suicide attempts;

ii. 911 call(police/fire dept./paramedics/other);severe medical illness/emergency;

iii. severe psychiatric illness/emergency;

iv. sexual assault;

v. act of violence by Veteran against other(s);

vi. abusive behavior by Veteran against staff;

vii. act of violence by other(s) against Veteran;

viii. abusive behavior by staff against Veteran;

ix. accident; medication problems or adverse drug reactions;

x. or other untoward events.

4. CONTRACTOR STAFF CONDUCT/COMPLAINTS HANDLING

a. The Contractor personnel shall be expected to treat referred Veterans with dignity and respect as outlined in the VA Patient’s Bill of Rights as set forth in 38 CFR 17.34a. See exhibit A.

Patient Bill of Rights.

b. The VA reserves the right to exclude Contractor staff members from providing services to Veterans under this contract based on breaches of conduct, including conduct that jeopardize patient care of interferes with the regular and ordinary operation of the facility.

i. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction or negligence in performing directed tasks or other conduct resulting in formal complaints by Veterans or other staff members to designated Government representatives.

ii. The Contractor and COR shall deal with issues raised concerning contractor personnel conduct. The Contracting Officer shall be the final arbiter on questions of acceptability and in validating complaints.

5. TRANSPORTATION

a. The Contractor shall assist the Veterans with local transportation to scheduled meetings and appointments. The Contractor will be expected to help the Veteran access public transportation, including providing information and instructions necessary to enable Veterans to utilize public transportation. If VA staff determines that adequate public transportation is not available or appropriate for a Veteran, the Contractor shall arrange for alternative transport by car. The Contractor shall develop a policy for how transportation will be managed for Veterans. Since Veterans without income cannot be responsible for the cost of transportation, the Contractor will be responsible for providing transportation by linking Veteran to transportation and/or providing transportation for activities needed to achieve goals in a treatment plan.

6. RECORDS AND REPORTS

a. As VA exercises contract oversight, attention will be directed to the adequacy of Veteran’s records.

b. Site visits by VA staff will periodically include a spot check of records to ensure contractor invoices accurately reflect the Veteran’s length of stay.

c. The Contractor will be responsible for the following onsite records and reports:

i. Daily sign-in sheets signed by program Veterans, to document and verify Veteran’s presence at the facility for billing purposes.

ii. Daily sign-in sheets must be completed clearly, accurately and thoroughly with full signatures and monitored so as to provide a full accounting of Veteran’s stay and services received for billing and audit purposes.

iii. These sign-in sheets will be hand delivered and/or faxed a minimum of weekly to HCHV Program Coordinator or designee for review.

iv. In the event one or more Veterans refuses to sign the daily sign-in sheets due to documented mental health problems, an alternative method of verification may be developed on a case by case basis in collaboration with the HCHV Program Coordinator or designee, subject to final approval by the VA COR.

d. Contractor shall maintain an individual clinical record on each Veteran out-placed under this contract. The Contractor must as required by the Confidentiality of Alcohol and Drug Abuse Patient Records (42 CFR part 2) and the Confidentiality of Certain Medical Records (38 USC 7332).

e. All case records will be maintained with security and confidentiality and will be made available on a need-to-know basis to appropriate staff members involved with the treatment program of the Veterans concerned.

f. Individual clinical records will contain the following:

i. An initial biopsychosocial assessment completed within two (2) weeks of program admission and will include but not be limited to:

a) verification of Veteran status,

b) all identifying data relevant to the Veteran and his/her family, including medical problems and medications,

c) mental health problems and medications,

d) substance use history, housing history and preferences,

e) income supports or benefits,

f) education,

g) marketable skills and licenses,

h) employment history/vocational issues,

i) information relating to the Veteran’s admission including reason for referral,

j) the targeted goals for constructive changes which are to be attained during the residential rehabilitation episode,

k) and the anticipated length of stay, if known.

ii. An initial Individual Service Plan completed within two (2) weeks of program admission signed by the Veteran. The Individual Service Plan must contain the following assessment of:

a) barriers,

b) service needs,

c) strengths,

d) specific services provided including duration and outcomes,

e) documentation of referrals,

f) and benefits to be achieved due to program participation.

iii. The Contractor is expected to provide a written copy of the Individual Service Plan to the

Program Coordinator or designee within (2) business days of the Veteran signing the document. The plan must specifically include but will not be limited to:

a) Provisions for Veteran placement into an appropriate transitional or permanent housing placement within 60-90 days of admission to the HCHV Contract Residential Care facility, but no more than 180 days.

b) The housing placement planning must take into account all appropriate and available community based housing options as well as the Veteran’s preferences regarding location and housing type.

c) Provisions for the stabilization and/or treatment of biopsychosocial issues and stressors. This may include provisions of care within the contracted facility, connections to VA medical and mental health care, and/or referrals and connections to community based resources.

d) Relevant Releases of Information to communicate and coordinate Veteran’s treatment with VA and other community based service providers.

e) Progress notes for each case management encounter to include information regarding progress toward meeting the Individual Service Plan goals, and

f) Documentation of Veteran participation in onsite daily structured activities and groups.

iv. Updated Individual Service Plans every thirty (30) days from the date of the initial plan, to include any measures of movement toward rehabilitation goals, with particular focus on the attainment of community based housing.

v. The Contractor must provide a written copy of the updated Individual Service Plan to the HCHV Program Coordinator or designee within (3) business days.

vi. A final discharge summary on each Veteran who leaves the program regardless of character of discharge, to include a description of beneficial changes realized during the residential period, reasons for leaving, the Veteran’s future plans, after-care referrals and connections, and follow up locator information.

g. Contractors will have written policies and procedures in place to address how intoxicated or impaired participants will be identified and managed.

i. Contractors will have written process of how staff are educated on the policies and procedures addressing intoxicated or impaired participants.

h. Contractors will be expected to enter data into a Homeless Management Information System (HMIS) web-based software application and bed totals in the Homeless Inventory Count.

i. This data will consist of information on the Veterans served and types of supportive services provided by contractors.

ii. Contractors must treat the data for activities funded by the VA HCHV Contract Residential Care program separately from that of activities funded by other programs.

iii. Contractor will be required to export client-level data for activities funded by the VA HCHV Contract Residential Care program to VA on a regular basis.

i. The Contractor will be expected to participate in the Lincoln Continuum of Care for the Homeless via entering data as stated above and any other activities focused on meeting the needs of Veterans and meeting the criteria and benchmarks for maintaining the declaration of Ending Veteran Homelessness.

j. The Contractor will participate independently or in collaboration with VA/Lincoln community resources to engage in Outreach efforts to engage hard to reach chronically homeless Veterans.

k. During the duration of the contract the contracted provider representative or designee and VA HCHV Program Coordinator or designee will meet quarterly to review contracted provider’s performance on the applicable VA metrics.

7. FACILITY

a. It is the responsibility of the Contractor to properly maintain its facilities, and the VA shall have no responsibility for paying or reimbursing the Contractor for such expenses. The Contract facility must:

i. Have a current occupancy permit issued by the local and state governments in the jurisdiction where the facility is located.

ii. Be in compliance with existing standard of State safety codes and local, and/or State health and sanitation codes.

iii. Be licensed under State or local authority.

iv. Where applicable, be accredited by the State.

v. Be equipped with operational air condition/heating systems.

vi. Be kept clean free of dirt, grime, mod or other hazardous substances and damage noticeably detracting from the overall appearance.

vii. Be equipped with first aid equipment and an evacuation pan in case of emergency.

viii. Has a written disaster plan that has been coordinated with the Emergency Management Entity Responsible for the Locality in which the project resides. The disaster plan encompasses natural and manmade disasters. This would include a Covid-19 response plan which shall include all requirements as governed by local, State and Federal government mandates.

ix. Have windows and doors that can be opened and closed in accordance with manufacturer standards.

b. The Contractor facility must meet fire safety requirements, as follows:

i. The building must meet the requirements of the applicable residential occupancy chapters of the current version of NFPA 101, National Fire Protection Association’s Life Safety Code.

a) Any equivalencies or variances must be approved by the appropriate Veterans Health Administration Veterans Integrated Service Network (VISN) Director.

ii. All residents in the facility must be mentally and physically capable of leaving the building, unaided, in the event of an emergency.

iii. Fire exit drills must be held at least quarterly.

a) Residents must be instructed in evacuation procedures when the primary and/or secondary exits are blocked.

iv. A written fire plan for evacuation in the event of fire shall be developed and reviewed annually.

a) The plan shall outline the duties, responsibilities and actions to be taken by the staff and residents in the event of a fire emergency.

b) This plan shall be implemented during fire exit drills.

v. A written policy regarding tobacco smoking in the facility shall be established and enforced.

vi. Portable fire extinguishers shall be installed at the facility. Use NFPA 10, Portable Fire Extinguishers, as guidance in selection and location requirements of extinguishers.

vii. Requirements for fire protection equipment and systems shall be in accordance with NFPA 101. All fire protection systems and equipment, such as the fire alarm system, smoke detectors, and portable extinguishers, shall be inspected, tested and maintained in accordance with the applicable NFPA fire codes and the results documented.

viii. The annual inspection by a VA team required by paragraph 7 shall include a fire and safety inspection conducted at the facility unless a review of past Department of Veterans Affairs inspections or inspections made by the local authorities indicates that a fire and safety inspection would not be necessary, in which case the fire an safety inspection may be waived by the VA.

8. INSPECTION OF FACILITY AND PROGRAM

a. Prior to the award of a contract and annually during the contract term, a multidisciplinary VA team shall conduct an inspection of the Contractor’s facilities.

b. This team will consist of the following members:

i. a social worker,

ii. dietician,

iii. registered nurse,

iv. representative of the VA Police and a VA Facilities Management Safety Officer,

v. and other subject matter experts as determined necessary by the medical center director or HCHV Program Coordinator.

c. This team will inspect Contractor’s facilities used to provide Veterans food, shelter, and therapeutic services and verify whether the facility provides quality care in a safe environment.

d. Inspections may also be carried out at such other times as deemed necessary by the Department of Veterans Affairs.

e. The Contractor will be advised of the findings of the inspection.

f. If deficiencies are noted during any inspection, the Contractor will be given a reasonable time t take corrective action and to notify the Contracting Officer that the corrections have been made.

g. A contract will not be awarded until noted deficiencies have been eliminated.

h. Failure by the Contractor to take corrective action within a reasonable time will be reported to the VA Contracting Officer.

i. If corrections are not made to the satisfaction of the VA, the Contracting Officer will consult with the appropriate officials so that suitable arrangements can be made to discontinue plans to award a contract, or to discharge of transfer patients and to terminate the existing contract, as appropriate.

j. The inspection of the Contractor facilities will include inspection for conformity to the current Life Safety Code as described in paragraph above, and will also include the following:

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

ii. Assessment of whether the facility meets applicable fire, safety and sanitation standards.

iii. Determining whether the facility is in attractive surroundings conducive to social interaction and the fullest development of the resident’s rehabilitative potential.

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

v. 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.).

vi. Observation of staff behavior and interaction with residents to determine if they convey an attitude of genuine concern and caring.

vii. Inspecting the types of meals and other nutrition provided to residents to see if appetizing, nutritionally adequate meals are provided in a setting, which encourages 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.

viii. Making a spot check of Veteran’s records to ensure accuracy with respect to Veteran’s length of stay and services provided to the Veteran.

k. All Department of Veterans Affairs reports of inspection of residential facilities furnishing treatment and rehabilitation services to eligible Veteran shall, to the extent possible, be made available to all government agencies charged with the responsibility of licensing or otherwise regulating or inspecting such institutions.

9. CONTRACT CHANGES/TECHNICAL DIRECTIONS.

a. The Contracting Officer is the only person authorized to approve any changes to the contract.

b. In the event the Contractor affects any such change at the direction of any person other than the Contracting Officer, no adjustment shall be made in the contract price to cover an increase in costs incurred as a result thereof.

c. The COR will be responsible for the overall technical administration of this contract as outlined in the COR Delegation of Authority, including monitoring of the Contractor’s performance.

10. INVOICING AND PAYMENT

a. Invoices will be electronically submitted to the Tungsten website at Tungsten direct vendor support number is 877-489-6135 for VA contracts. The VA-FSC pays all associated transaction fees for VA orders. During Implementation (technical set-up) Tungsten will confirm your Tax Payer ID Number with the VA-FSC. This process can take up to 5 business days to complete to ensure your invoice is automatically routed to your Certifying Official for approval and payment. To successfully submit an invoice to VA-FSC please review “How to Create an Invoice” within the how to guides. All invoices submitted through Tungsten to the VA-FSC should mirror your current submission of Invoice, with the following items required. Clarification of additional requirements should be confirmed with your Certifying Official (your CO or buyer). The VA-FSC requires specific information in compliance with the Prompt Pay Act and Business Requirements. For additional information, please contact:

Tungsten Support Phone: 1-877-489-6135 Website: https://www.tungsten-network.com/us/support/

Department of Veterans Affairs Financial Service Center Phone: 1-877-353-9791 Email: vafscched@va.gov

b. Reduction in Services: This is a fixed quantity contract for a specified number of hours. If, at the end of the period of performance, the government has not utilized the total number of hours required under this contract because of a change in its requirements , the parties agree that they will attempt to negotiated in good faith a contract modification reducing the scope of the contract with a corresponding adjustment in the total contract price. In no event will the VA pay for hours that exceed the total number of hours specified in the contract for the period of performance.

c. Payments in full/no billing VA beneficiaries: The Contractor shall accept payment for services rendered under this contract as payment in full. VA beneficiaries shall not under any circumstances be charged nor their insurance companies charged for services rendered by the Contractor, even if VA does not pay for those services. This provision shall survive the termination or ending of the contract.

d. To the extent that the Veteran desires services which are not a VA benefit or covered under the terms of this contract, the Contractor must notify the Veteran that there will be a charge for such service and that the VA will not be responsible for payment.

e. The Contractor shall not bill, charge, collect a deposit from, seek compensation, remuneration, or reimbursement from, or have any recourse against, any person or entity other than VA for services provided pursuant to this contract. It shall be considered fraudulent for the Contractor to bill other third-party insurance sources (including Medicare) for services rendered to Veteran enrollees under this contract.

https://www.tungsten-network.com/us/support/ mailto:vafscched@va.gov

11. CONTRACTOR TRAINING REQUIREMENTS

a. The VA maintains an online training system known as the Talent Management System (TMS). This contract requires all Contractor personnel involved in performance of this contract as indicated by the COR to complete the following courses prior to working on the contract:

i. TMS 10176 (Information Security)

ii. TMS 10203 (HIPPA)

b. Contractor personnel must also recertify courses annually as instructed.

E. Supplemental Information

Americans with Disabilities Act

Additional information about the Americans with Disabilities act, architectural barriers, and guidelines for emergency shelters can be found at:www.ada.gov

An ADA accessibility checklist for emergency shelters, which may or may not apply to facilities associated with this contract, is attached here for information and educational purposes:

https://www.adachecklist.org/doc/fullchecklist/ada-checklist.pdf

Homeless Management Information system (HMIS) Homeless Management Information System (HMIS) is the term used to describe a class of database applications used to confidentially aggregate data on homeless populations served in the United States. A Homeless Management Information System (HMIS) is a software application designed to record and store client-level information on the characteristics and service needs of homeless persons. An HMIS is typically a web-based software application that homeless assistance providers use to coordinate care, manage their operations, and better serve their clients. HMIS implementations can encompass geographic areas ranging from a single county to an entire state. An HMIS knits together homeless assistance provides within a community and creates a more coordinated and effective housing and service deliver system. The U.S. Department of Housing and Urban Development (HUD) and other planners and policymakers at the Federal, stat and local levels use aggregate HMIS data to obtain better information about he extent and nature of homelessness over time. Specifically, an HMIS can be used to produce an unduplicated count of homeless persons, understand patterns of service use, and measure the effectiveness of homeless programs. Homeless Management Information Systems were first developed in the late 1990’s in response to a mandate by Congress requiring States to collect this data as a condition of receiving federal money form HUD to serve homeless populations. The impetus behind this mandate was to reduce and eventually solve homelessness, a problem which could never by solved if it was not understood and if progress toward that goal was not tracked. Most HMIS applications also serve as outcome-based systems that facilitate timely, efficient, and effective access to needed services and supports for persons who are homeless. For instance, percentage of individuals who are housed is a metric used for evaluation. Other data fields focus on developing a picture of unduplicated counts, use of specific service an the effectiveness of the local homeless assistance systems. HMIS is helpful to HUD in evaluating success in different grantee jurisdictions and I reporting to Congress; HUD has begun a renewed emphasis on having its Continuum of Care grantees covert to HMIS.

Contractors will be expected to enter data into a Homeless Management Information System (HMIS) web-based software application and bed totals in the Homeless Inventory Count through their local HUD http://www.ada.gov/ https://www.adachecklist.org/doc/fullchecklist/ada-checklist.pdf

Continuum of Care. Additional information about local HUD Continuums of Care and software can be found at: www.hmis.info

Life Safety Code of the National Fire and Protection Association:

Additional information about the Life Safety Code of the National Fire and Protection Association can be found at:www.nfpa.org

Contractors should note that requirements to meet Life Safety codes and standards vary depending upon building type, occupancy, and function. Contractors also should note that all facilities unless they are specifically exempted under the Life Safety Code are required to have an operational sprinkler system.

VA will conduct an inspection that contractor sites must pass prior to contractors being able o submit a request for per diem payment to ensure this requirement is met. Contractors should take int consideration the logistics associated with conducting inspections and providing on-site supportive services involve with numerous site locations and/or sites that are significantly dispersed from each other.

McKinney-Vento Act Definition of Homelessness:

It is the responsibility of the local VA medical center HCHV program to determine the homeless status of program applicants. The HCHV Program follows the definition of “homeless” as authorized in 38 U.S.C.

2002(1) and The McKinney-Vento Homeless Assistance Act, as amended by S. 896 The Homeless Emergency Assistance and Rapid Transition to Housing (HEARTH) Act of 2009.

Note: See http://www.hudhre.info/hearth/

Homeless refers to:

(1) An individual or family who lacks a fixed, regular, and adequate nighttime residence.

(2) An individual or family with a primary nighttime residence that is a public or private place not designed for, or ordinarily used as, a regular sleeping accommodation for human…