Attachment 1 - SOW Emergency Veteran Housing 2023.pdf

STATEMENT OF WORK

A. PURPOSE.

The Department of Veteran Affairs Medical Center in Oklahoma City, Oklahoma requires contractors to provide services as part of its Community Based Health Care for Homeless Veterans (HCHV) program. The goal of the HCHV program is to remove homeless Veterans 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. These contracted beds will address the current and at times emergency needs of Veterans who are homeless, and medically stable. The services contracted are above and beyond the level of room and board only. Placement is based on clinical and medical needs and priority is given to veterans without housing or those with inadequate housing.

HCHV Veterans require a maximum of 4 beds per day. Male bed only. The per diem rate established will be an all-inclusive rate. Underutilized beds from one month could be used in different months.

The contractor shall furnish each Veteran authorized care under this contract with the following basic services needed for residential room and board for Veterans participating in the Health Care for Homeless Veterans (HCHV), include the following:

1. Residential room and board for Veterans.

2. A supervised alcohol and drug free environment staffed on a 24-hour basis.

3. Laundry facilities for Veterans to do their own laundry.

4. Individual Therapeutic, Rehabilitative, and Recovery Services determined by the contractor with consultation with the Veteran and appropriate Veterans Administration (VA) staff. To include the following services:

a. Collaboration with the VA program staff, VA programs and community resources.

b. Supportive psychosocial services.

c. Individual education on topics such as: self-care skills, and adaptive coping skills.

d. Assist Veterans to develop responsible living patterns and to achieve a more adaptive level of psychosocial functioning, upgraded social skills, and improved personal relationships.

e. Support for an alcohol/drug abuse-free lifestyle.

f. Provide opportunities for Veterans to gain and apply knowledge of the illness/recovery process.

g. Provide Veterans opportunities for immediate learning and/or development of responsible living with a goal of achieving a more adaptive level of psychosocial functioning.

h. Assist Veterans with improving social skills and personal relationships.

i. Secure Veterans’ narcotics on the premises with access 24 hours a day 7 days a week by a staff member.

5. It is further agreed that Veterans receiving care under this contract will receive basic health and personal hygiene maintenance.

6. Any other service or supplies normally provided without extra charge.

B. BACKGROUND.

Through the Veterans HCHV program, VA provides case management services to Veterans and facilitates their access to a broad range of medical, mental health, and rehabilitative services.

The purpose of this solicitation is to obtain offers from contractors who can provide care, treatment and rehabilitative services to Veterans who are homeless, including veterans who may experience mental illness and or substance use disorders.

C. SERVICES TO BE PROVIDED

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 furnishings such as a dresser, storage, and personal linens (towels and bed sheets). Meals to include at least two (2) 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. Contactor will provide alternative meals for Veterans with dietary restrictions if medically indicated and reasonable accommodations for veterans with cultural/religious preferences around food.

b. LAUNDRY FACILITIES: Laundry facilities for Veterans to do their own laundry or to have laundry done.

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

1) Collaboration with the VA program staff, which will provide supportive psychosocial services.

2) Education, as identified in veteran’s individual service plans, including adaptive coping skills, responsible living patterns, personal hygiene, and grooming, and to achieve a more adaptive level of psychosocial functioning, upgraded social skills, and improved personal relationships in collaboration with VA program and community resources.

3) Support for an alcohol/drug abuse-free lifestyle provided in an environment conducive to social interaction and the fullest development of the resident’s rehabilitative potential, including assistance to gain and to apply knowledge of the illness/recovery process in an environment supportive of recovery models

2. RECORD KEEPING: The clinical record maintained by the contract facility will include:

a. All relative personal data for help in meeting residential treatment goals.

b. Data relating to the resident’s admission to include the targeted goals for constructive changes which are to be attained during the residential rehabilitation episode and the anticipated length of stay if known, and any other data as specified in the annual HCHV inspection check list.

c. Weekly progress reports by program staff to include any measures of movement toward recovery goals.

d. Upon discharge or death of the patient, medical records on all VA beneficiaries will be retained by the residential treatment center for a period of at least three years following termination of care.

In addition, the Contractor shall collaborate with VA staff in development of treatment and discharge planning reflecting a team assessment of health, social and vocational needs and the involvement of the Veteran, the VA staff and appropriate community resources in resolving problems and setting goals.

An individual case record will be created for each referred Veteran. Case records shall be maintained in security and confidence 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). Case records and data normally maintained and included in a medical record as a function of compliance with State or community licensing standards will be made available on a need to know basis to appropriate Department of Veterans Affairs staff members involved with the treatment program of the Veterans concerned.

The contractor shall comply with applicable all requirements of the Confidentiality of Alcohol and Drug Abuse Patient Records (42 CFR Part II) and the Confidentiality of Certain Medical Records (38 USC 7332).

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.

3. SUPPLEMENTAL SERVICES. All services shall be provided at no additional charge to the stated daily fixed fee: (No Supplemental service required)

D. ADDITIONAL CONTRACT REQUIREMENTS

1. PERSONNEL

The contractor will employ sufficient personnel to carry out the policies, responsibilities, and the program for the facility. At least one staff member will be certified as a Behavioral Health Case Manager by the Oklahoma State Department of Mental Health and Substance Abuse Services. There must be, as a minimum, at least one staff member who is key personnel on duty at the facility 24 hours a day, 7 days a week.

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 Statement of Work (SOW).

The Contractor must identify each person functioning as “Key Personnel” under this contract and provide to the VA a description of the services to be provided by such person, together with a resume summarizing that person’s relevant skills and experience.

During the first ninety (90) calendar days of contract performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. Within 14 days after substitutions necessitated by situations described above, the Contractor shall provide resumes for the substitute key personnel. 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. The Contracting Officer shall notify the Contractor within fifteen (15) calendar days after receipt of all required information if the VA refuses to accept the substitute key personnel. The VA reserves the right to refuse or revoke acceptance of key personnel if personal or professional conduct, or lack of required skills or experience, jeopardizes patient care or interferes with the regular and ordinary operation of the facility.

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 the resulting contract must be submitted as part of the Contractor’s offer.

All Contractor staff providing services to Veterans under this contract must undergo the appropriate background investigation as required by the VA. Before receiving an initial referral of Veterans under the contract, the Contractor shall submit a listing of all Contractor personnel proposed to provide services to Veterans under the contract. The VA will provide the necessary background information forms to the Contractor or to the Contractor’s employees after receiving a list of names and addresses.

a. Upon receipt, the VA Contracting Officer will review the completed forms for accuracy and forward the forms to proper federal authorities to conduct background investigations.

b. The VA facility shall pay for investigations conducted by the Office of Personnel Management (OPM) in advance. However, the Contractor is required to reimburse the VA for the cost of the investigations. The estimated cost for a Low Risk Level Background Investigation is $200 per employee. The VA shall recover the cost of the investigations from the Contractor through offsets against amounts invoiced or against the guaranteed minimum payment, as appropriate.

c. The VA Contracting Officer shall forward the completed background investigations to the Office of Security and Law Enforcement for adjudication. The Office of Security and Law Enforcement shall notify the Contracting Officer and Contractor after adjudicating the results of the background investigations received from the investigating office.

d. The COR shall be responsible for verifying that investigations have been completed or are in the process of being requested before Veterans are referred to the Contractor’s facilities.

2. REFERRALS

a. The VA is responsible for determining eligibility of Veterans prior for referral to the Contractor for treatment. Notification of admission will be done by authorized VA personnel and will be provided to the Contractor for each Veteran referred for services under the contract.

b. 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 by the VA.

c. The referral period for HCHV may be up to 60 days, depending upon the needs of the Veteran as mutually determined by the Veteran, the Contractor’s staff, and VA Homeless Program Coordinator or designee. An extension of the referral period may be authorized by the VA Homeless Program Coordinator or designee, provided that funding is available.

3. ABSENCES AND CANCELLATIONS

a. The contractor shall notify the VA of unauthorized absences by a referred Veteran from the facility within one business day. 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 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.

Management of program dropout will be an element of quality assurance review of this program. Absences of the Veteran from the facility in excess of two days will not be reimbursable unless authorized in advance by the VA Homeless Program Coordinator. 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.

b. The contractor shall notify the authorizing VA facility immediately when a medical emergency occurs that requires hospitalization of a referred Veteran. It is agreed that the Veteran will be admitted to the appropriate VA facility. 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. If hospitalization of a non-emergency nature is required, it is agreed that admission to the appropriate VA facility will be accomplished promptly.

c. The contractor shall notify the authorizing VA facility immediately of any incidents involving veterans residing in the residential program. The contractor shall notify the VA case manager by telephone Monday through Friday 8:00am and 4:30pm. For all incidents that occur after normal business hours, the contractor should notify the Medical Administrative Officer (MAO). The contractor shall provide the HCHV case manager and the COR with a copy of the incident report within one business day.

The contractor shall maintain a copy of the incident report in the Veteran’s case record

4. CONTRATOR STAFF CONDUCT/COMPLAINTS HANDLING

Contractor personnel shall be expected to treat referred Veterans with dignity and respect and abide by standards of conduct mirroring those prescribed by current federal personnel regulations. The Contractor shall comply with the VA Patient's Bill of Rights as set forth in 38 CFR 17.34a (copy available upon request).

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 jeopardizes patient care or interferes with the regular and ordinary operation of the facility.

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. The Contractor and Contracting Officer’s Representative 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

The Contractor shall assist the Veterans with local transportation to scheduled meetings and appointments. The Contractor will be expected to help Veterans 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 upon request.

6. FACILITY

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:

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

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

c. Be licensed under State or local authority.

d. Where applicable, be accredited by the State.

e. Be equipped with operational air conditioning /heating systems.

f. Be kept clean free of dirt, grime, mold, or other hazardous substances.

g. Be kept free of pest infestation by use of preventative equipment i.e., Bed Bug Hot Box or similar suitable devise. Pest infestation discovered must be reported on the incident report form and treated by a licensed pest professional as soon as possible ideally within 24 hours of any observed infestation.

h. Be equipped with first aid equipment and an evacuation plan in case of emergency.

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

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

II. All Veterans 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. Veterans must be instructed in evacuation procedures when the primary and/or secondary exits are blocked. A written fire plan for evacuation in the event of fire shall be developed and reviewed annually. The plan shall outline the duties, responsibilities, and actions to be taken by the staff and residents in the event of a fire emergency. This plan shall be implemented during fire exit drills.

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

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

VI. 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.

VII. 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 and safety inspection may be waived by the VA.

7. INSPECTION OF FACILITY AND PROGRAM

Prior to the award of a contract and annually during the contract term, a multidisciplinary VA team consisting of but not limited to a social worker, dietitian, registered nurse, a representative of the VA Police, Facilities Management Safety Officer, and other subject matter experts as determined necessary by the Medical Center Director, and Homeless program Coordinator or designee shall conduct a survey of the Contractor’s facilities to be used to provide Veterans food, shelter, and therapeutic services to assure the facility provides quality care in a safe environment. Inspections may also be carried out at such other times as deemed necessary by the Department of Veterans Affairs.

The contractor will be advised of the findings of the inspection team. If deficiencies are noted during any inspection, the contractor will be given a reasonable time to take corrective action and to notify the Contracting Officer that the corrections have been made. A contract will not be awarded until noted deficiencies have been eliminated. Failure by the Contractor to take corrective action within a reasonable time will be reported to the VA Contracting Officer. 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 or transfer patients and to terminate the existing contract, as appropriate.

The inspection of the Contractor facilities will include inspection for conformity to the current Life Safety Code as described in paragraph 6, and will also include the following:

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

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

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

d. 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.

e. 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.

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

g. Inspecting the types of meals and other nutrition provided to Veterans 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.

h. Making a spot check of veterans’ records to ensure accuracy with respect to veterans’ length of stay and services provided to the veterans.

All Department of Veterans Affairs reports of inspection of residential facilities furnishing treatment and rehabilitation services to eligible veterans 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.

8. CONTRACT CHANGES/TECHNICAL DIRECTIONS.

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that shall affect price, quantity, or quality of performance of this contract.

IN THE EVENT THE CONTRACTOR AFFECTS ANY SUCH CHANGE AT THE DIRECTION

OF ANY PERSON OTHER THAN THE CONTRACTING OFFICER WITHOUT AUTHORITY,

NO ADJUSTMENT SHALL BE MADE IN THE CONTRACT PRICE TO COVER AN

INCREASE IN COSTS INCURRED AS A RESULT THEREOF.

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.