P01 - Orig PWS HCHV Omaha CERS draft.docx

NWI HCHV Contract Residential PWS

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PERFORMANCE WORK STATEMENT

1. 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 Omaha, NE requires contractors to provide services as part of its Health Care for 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 significant 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. 38 U.S.C. 2013 (a), 38 CFR 63.3. The Contracted Emergency Residential Program is outlined in the HCHV Program Handbook 1162.09.

1. 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. The Contractor is expected to target and prioritize homeless veterans transitioning from literal street homelessness, veterans discharged from institutions, including those 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 may complement the non-VA community-based provider’s program with added treatment services such as participation in VA outpatient programs.

C. SERVICES TO BE PROVIDED

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). Include a place to secure personal valuables and belongings. 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.

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

c. MEDICATION STORAGE AND MONITORING: The 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. This storage can be provided to the Veteran to secure his or her 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.

d. 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:

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

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

0. 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.

0. 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.

0. 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.

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

0. A program that promotes community interaction.

0. 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. Contractor will act as Primary for discharge planning.

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.

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.

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

NUMBER OF VETERANS TO BE COVERED BY THE CONTRACT. Contractor will provide services to cover a capacity of 20 Veterans at any given time.

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 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.

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.

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.

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.

1. Upon receipt, the VA Contracting Officer Representative (COR) will review the completed forms for accuracy and forward the forms to proper federal authorities to conduct background investigations.

1. 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 around $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.

1. The VA COR 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 COR and Contractor after adjudicating the results of the background investigations received from the investigating office.

1. The VA 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.

1. 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 rom 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 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 periods in excess of 6 months for individual Veteran 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. 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. 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 (3) 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.

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.

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 HCHV Program Coordinator, by telephone during the hours of 8:00am and 4:30pm. For all incidents that occur after normal business hours, the Contractor should notify the Administrator on Duty (AOD). The contractor shall provide the HCHV Program Coordinator and the VA COR with a copy of the incident report within 24 hours. The contractor shall maintain a copy of the incident report in the Veteran’s case record.

Contractor will complete a written incident report within 24 hours of notification. Incidents include but are not limited to: death; fire; drug/police raid; suicide/suicide attempt; 911 call(police/fire dept./paramedics/other); severe medical illness/emergency; severe psychiatric illness/emergency; sexual assault; act of violence by Veteran against other(s); abusive behavior by Veteran against staff; act of violence by other(s) against Veteran; abusive behavior by staff against Veteran; accident; medication problems or adverse drug reactions; or other untoward events.

1. 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 See Exhibit A, Patient’s Bill of Rights.

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 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.

1. TRANSPORTATION

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.

1. RECORDS AND REPORTS

As VA exercises contract oversight, attention will be directed to the adequacy of Veterans’ records. 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. The Contractor will be responsible for the following onsite records and reports:

A. Daily sign-in sheets signed by program Veterans, to document and verify Veterans’ presence at the facility for billing purposes. Daily sign-in sheets must be completed clearly, accurately and thoroughly with full signatures and monitored so as to provide a full accounting of Veterans’ stay and services received for billing and audit purposes. These sign-in sheets will be hand delivered and/or faxed a minimum of weekly to HCHV Program Coordinator or designee for review. 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.

B. 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). 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. Individual clinical records will contain the following:

a. An initial biopsychosocial assessment completed within two (2) weeks of program admission. The assessment and plan will include but not be limited to: all identifying data relevant to the resident and his/her family, including medical problems and medications, mental health problems and medications, substance use history, housing history and preferences, income supports or benefits, employment/vocational issues, information relating to the Veteran’s admission including reason for referral, the targeted goals for constructive changes which are to be attained during the residential rehabilitation episode, and the anticipated length of stay, if known.

b. An initial Individual Service Plan completed within two (2) weeks of program admission signed by the Veteran. 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:

i. 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. 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.

ii. 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.

c. Relevant Releases of Information to communicate and coordinate Veterans’ treatment with VA and other community based service providers.

d. Progress notes for each case management encounter to include information regarding progress toward meeting the Individual Service Plan goals.

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

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

g. 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.

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

D. The Contractor will be expected to participate in the Metro Continuum of Care for the Homeless via entering data as stated above and any other activities focused on meeting the needs of Veterans.

6. 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 standards 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 conditioning / heating systems

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

vii. Be equipped with first aid equipment and an evacuation plan 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. 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. Residents 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 a social worker, dietitian, registered nurse, a representative of the VA Police, and a Facilities Management Safety Officer, and other subject matter experts as determined necessary by the medical center director or HCHV Program Coordinator 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 above, and will also include the following:

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

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

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

· 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.

· 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.).

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

· 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.

· 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.

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.

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, applicable, 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.

9. Payment

9.1 Inspection and acceptance shall be accomplished as follows: The Government, for all services furnished under any resulting order, hereby designates the VA COR assigned to each facility as the point of final inspection and acceptance.

9.2 Sums due the Contractor shall be paid monthly, in arrears, upon receipt of a properly prepared invoice(as defined in FAR Clause 52.212-4(g). Invoice) submitted by the Contractor. Itemized billings shall be submitted for services furnished.

9.3 Billings rendered by the Contractor to the medical center or outpatient clinic for services furnished under the terms of orders using this agreement shall be billings in full. Neither the beneficiary, nor the beneficiary’s insurer, nor any third party shall be billed even if the VA does not pay for those services. This provision shall survive the termination or ending of the agreement.

9.4 An itemized invoice shall accompany each service order from the Contractor. This invoice must show item number, description, quantity, unit, unit price, and totals for each design (advanced and basic) used. All invoices shall include agreement/order number, purchase/delivery order number and detail of services provided. The itemized invoices submitted for payment through On-Line Certification System (OLCS) shall include the agreement/order number, purchase/delivery order number and detail of services provided. All invoices will be submitted in accordance with these instructions.

9.5 VA uses a third party invoicing provider named Tungsten to provide us with electronic invoices. Please register with Tungsten so you can submit your invoice electronically to us for processing as it is a federal mandate. Contractor will need to go to the Tungsten website Http://www.tungsten-network.com/uk/en/ for the registration process. Please provide to Tungsten the VA’s Tungsten Buyer Number AAA544240062.

9.6 Invoices will be electronically submitted to the Tungsten website at http://www.tungsten-network.com/uk/en/ Tungsten direct vendor support number is 877-489-6135 for VA contracts. The VA-FSC pays all associated transaction feeds 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. In order 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.

Requirements:

· Your firm’s Tax Payer ID number (TIN)

· Your firm’s “Remit Address” Information

· The VA Purchase Order (PO) number

· Your firm’s contact information: (Personal Name, Email, and Phone)

· Your VA point of contact information: (Personal Name, Email, and Phone)

· The Period of Performance dates (Beginning and Ending)

· All discount information if applicable (Percent and Date Terms)

9.7 For additional information, please contact:

Tungsten Support Phone: 1-877-489-6135 Website: http://www.tungsten-network.com/uk/en/

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

REFERENCE:

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 providers within a community and creates a more coordinated and effective housing and service delivery system. The U.S. Department of Housing and Urban Development (HUD) and other planners and policymakers at the Federal, state and local levels use aggregate HMIS data to obtain better information about the 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 from HUD to serve homeless populations. The impetus behind this mandate was to reduce and eventually solve homelessness, a problem which could never be 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 services and the effectiveness of the local homeless assistance systems. HMIS is helpful to HUD in evaluating success in different grantee jurisdictions and in reporting to Congress; HUD has begun a renewed emphasis on having its Continuum of Care grantees convert 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 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 to submit a request for per diem payment to ensure this requirement is met. Contractors should take into consideration the logistics associated with conducting inspections and providing on-site supportive services involved 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 beings, including a car, park, abandoned building, bus or train station, airport, or camping ground.

(3) An individual or family living in a supervised publicly or privately-operated shelter designated to provide temporary living arrangements (including hotels and motels paid for by Federal, state, or local government programs for low-income individuals or by charitable organizations, congregate shelters, and transitional housing).

(4) An individual who resided in a shelter or a place not meant for human habitation and who is exiting an institution where the individual temporarily resided.

(5) An individual or family who:

(a) Will imminently lose their housing, including housing they own, rent, or live in without paying rent, are sharing with others, and rooms in hotels or motels not paid for by Federal, state, or local government programs for low-income individuals or by charitable organizations, as evidenced by:

1. A court order resulting from an eviction action that notifies the individual or family that they must leave within 14 days.

2. The individual or family having a primary nighttime residence that is a room in a hotel or motel and where they lack the resources necessary to reside there for more than 14 days.

3. Credible evidence indicating that the owner or renter of the housing will not allow the individual or family to stay for more than 14 days, and any oral statement from an individual or family seeking homeless assistance that is found to be credible must be considered credible evidence for purposes of this clause.

(b) Has no subsequent residence identified.

(c) Lacks the resources or support networks needed to obtain other permanent housing.

(6) Unaccompanied youth and homeless families with children and youth defined as homeless under other Federal statutes who:

(a) Have experienced a long-term period without living independently in permanent housing;

(b) Have experienced persistent instability as measured by frequent moves over such period; and

(c) Can be expected to continue in such status for an extended period of time because of chronic disabilities, chronic physical health or mental health conditions, substance use disorders, histories of domestic violence or childhood abuse, the presence of a child or youth with a disability, or multiple barriers to employment.

NOTE: The term “homeless" or "homeless individual" does not include any individual imprisoned or otherwise detained pursuant to an Act of Congress or a state law.

VHA Handbook 1162.09: Health Care for Homeless Veterans (HCHV) Programs

EXHIBIT A: PATIENT BILL OF RIGHTS

(view online at https://www.va.gov/health/rights/patientrights.asp)

The Veterans Health Administration (VHA) is pleased you have selected us to provide your health care. We will provide you with personalized, patient-driven, compassionate, state-of-the-art care. Our goal is to make your experience as positive and pleasant as we can. As part of our service to you, to other Veterans and to the Nation, we are committed to improving health care quality. We also train future health care professionals, conduct research, and support our country in times of national emergency. In all of these activities, our employees will respect and support your rights as a patient or resident of a community living center (CLC). Your basic rights and responsibilities are outlined in this document. You will receive this information in your preferred language. Please talk with the VA treatment team members who are providing your care or to a patient advocate if you have any questions or would like more information about your rights and responsibilities.

1. Nondiscrimination and Respect

· You will be treated with dignity, compassion, and respect as an individual. Consistent with Federal law, VA policy, and accreditation standards of The Joint Commission, you will not be subject to discrimination for any reason, including for reasons of age, race, ethnicity, religion, culture, language, physical or mental disability, socioeconomic status, sex, sexual orientation, or gender identity or expression.

· You will receive care in a safe environment free from excess noise, and with sufficient light to ensure comfort and safety.

· You have a right to have access to the outdoors.

· We will seek to honor your cultural and personal values, beliefs, and preferences. We ask that you identify any cultural, religious, or spiritual beliefs or practices that influence your care.

· You or someone you choose has the right to keep and spend your money. You have the right to receive an accounting of any funds that VA is holding for you.

· We will respect your personal freedoms in the care and treatment we provide you. This includes trying to accommodate your normal sleep and wake cycles, food likes and dislikes, and other personal preferences.

· In the Community Living Center, you have the right to be free from chemical and physical restraints. In the inpatient acute care setting, and only in rare cases, the use of chemical and physical restraints may be used if all other efforts to keep you or others free from harm have not worked.

· In the Community Living Center, you may keep personal items and are expected to wear your own clothes. As an inpatient, you may wear your own clothes depending on your medical condition.

· You have the right to keep and use personal items as long as they are safe and legal.

· You have the right to social interaction and regular exercise. You will have the opportunity for religious worship and spiritual support. You may decide whether to participate in these activities. You may decide whether or not to perform tasks in or for the Medical Center or in the Community Living Center.

· You have the right to communicate freely and privately. You will have access to public telephones and VA will assist you in sending and receiving mail. You may participate in civic rights, such as voting and free speech.

· When a loved one is involved in support and care of a VA patient or CLC resident, VA considers a patient or CLC resident's family to include anyone related to the patient or CLC resident in any way (for example, biologically or legally) and anyone whom the patient or CLC resident considers to be family. If you are an inpatient, any persons you choose can be with you to support you during your stay. Medical staff may restrict visitors for inpatients if medical or safety concerns require it. You will be told promptly about any visitor restriction and the reason for it.

· In order to provide a safe treatment environment for all patients or CLC residents and staff, you and your visitors are expected to avoid unsafe acts that place others at risk for accidents or injuries. Please immediately report any condition you believe to be unsafe.

2. Health Information and Privacy

· Your privacy will be protected.

· You will be given information about the health benefits you can receive. The information will be provided in a way you can understand.

· You will receive information about the costs of your care (for example, co-payments), if any, before you are treated. You are responsible for paying your portion of any costs associated with your care.

· Your health record will be kept confidential. Information about you will not be released without your authorization unless permitted by law (an example of this is State public health reporting). You have the right to have access to or request a copy of your own health records.

· Please respect the privacy of other patients and CLC residents and do not reveal their health information that you may overhear or otherwise become aware of.

3. Partnering in Care

· You have a right to express your preferences concerning future medical care in an advance directive, including designating a health care agent to make health care decisions on your behalf when you can no longer do so.

· You, and any person(s) you choose, will be involved in all decisions about your care. You will be given information you can understand about the benefits and risks of treatment in your preferred language. You will be given other options. You can agree to or refuse any treatment. You will be told what is likely to happen to you if you refuse a treatment. Refusing a treatment will not affect your rights to future care but you take responsibility for the impact this decision may have on your health.

· Tell your provider about your current condition, medicines (including over-the-counter and herbals), and medical history. Also, share any other information that affects your health. You should ask questions when you do not understand something about your care. This will help us provide you the best care possible.

· You will be given, in writing, the name and title of the provider in charge of your care. You have the right to be involved in choosing your provider. You also have the right to know the names and titles of those who provide you care. This includes students and other trainees. Providers will properly introduce themselves when they take part in your care.

· You will be educated about your role and responsibilities as a patient or CLC resident. This includes your participation in decision making and care at the end of life.

· If you believe you cannot follow the treatment plan, you have a responsibility to tell your provider or treatment team.

· You will be informed of all outcomes of your care, including any possible injuries associated with your care. You will be informed about how to request compensation and other remedies for any serious injuries.

· You have the right to have your pain assessed and to receive treatment to manage your pain. You and your treatment team will develop a pain management plan together. You are expected to help the treatment team by telling them if you have pain and if the treatment is working.

· As an inpatient or CLC resident, you will be provided any transportation necessary for your treatment plan.

· You have the right to choose whether or not you will participate in any research project. Any research will be clearly identified. Potential risks of the research will be identified and there will be no pressure on you to participate.

· You will be included in resolving any ethical issues about your care. If you have ethical issues or concerns, you may speak with the Medical Center's Ethics Consultation Service for help.

4. Concerns or Complaints

· You are encouraged and expected to seek help from your treatment team or a patient advocate if you have problems or complaints. Any privacy complaints will be addressed by the facility Privacy Officer. You will be given understandable information about the complaint process in your preferred language. You may complain verbally or in writing, without fear of retaliation.

· If you believe that you or your family member has been neglected, abused or exploited by VA staff, please report this promptly to the treatment team or patient advocate. You will receive help immediately.

· If you believe the organization has failed to address or satisfy your concerns about health care quality…