P09-HCHV Contract SOW 2026.pdf

STATEMENT OF WORK (SOW)

As of July 16th, 2025

Contract Number:

Task Order Number:

IFCAP Tracking Number:

Follow-on to Contract and Task

Order Number:

N/A

1. Contracting Officer’s Technical Representative (COR).

Name: John Poarch

Section: Health Care for Homeless Veterans

Address: 500 w. Fort St., Boise Idaho, 83702-4598

Phone Number: (208) 353-9769

Fax Number:

E-Mail Address: John.poarch@va.gov

2. Contract Title.

Health Care for Homeless Veterans Contract Housing

3. Background.

The Boise VA Medical Center (BVAMC) provides diagnostic and therapeutic services in medicine, surgery, rehabilitation medicine, and psychiatry. This facility also provides transitional housing to those veterans requiring a transition program to aid homeless veterans. The contractor will need to accommodate ten (10) beds for room and board.

4. Scope.

The contract for transitional housing of homeless veterans to include, but not necessarily limited to, beds, restroom, bath, and kitchen facilities, and related furnishings. Adequate security measures, locks on windows and doors in order to provide optimum safety for residents. Provide food for two balanced meals daily and snacks daily to each transitional housing resident. Contractor to provide personal hygiene items, first aid supplies, and storage as needed.

5. Specific Tasks.

a) The contractor shall provide services to beneficiaries for whom such care is specifically authorized by the

Department of Veterans Affairs Medical Center herein after referred to as the (VA). The contractor shall provide to the VA, Community Based Health Care for Homeless Veterans (HCHV), in accordance with all terms and conditions, provisions and requirements listed herein for the sum listed above. This rate is inclusive of all services as may be necessary in the treatment of the veteran. Unless specifically excluded in this contract, the per diem rate established will include the services listed in this document and will also include all services normally provided by other residents by the facility without extra charge.

b) The contractor shall furnish each veteran authorized care under this contract with the following basic services:

1. Room and Board for (10) veterans to include a bed and other furnishings such as a dresser, locked storage, and linen for the bed.

2. Meals- including 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.

3. Laundry facilities for residents to do their own laundry or to have laundry done.

4. Hygiene products include wash clothes, soap, feminine products, deodorant, toothpaste, and toothbrush shall be made accessible to veterans.

c) Supportive Services determined to be needed by the individual veteran in a plan developed by the contractor with input from the veteran and the VA HCHV case manager. Services which the contractor must be able to furnish include:

1. Structured group activities, including physical activities as appropriate.

2. Instruction in and assistance with health and personal hygiene if needed

3. Locked drawers for storage of medication.

4. Supportive social services, in collaboration with the HCHV case managers, or other contract resources.

5. Support for an alcohol/drug abuse free lifestyle by maintaining a drug and alcohol-free environment.

6. Assist with arranging transportation to care at the VA Medical Center and other appointments.

d) Unless specifically excluded in this contract, the per diem rate established will include the services listed in the document and will also include all services normally provided by other residents by the facility without extra charge.

e) Contractor shall provide veteran service for veteran beneficiaries as requested Sunday through Saturday recognized Federal Holidays (see below).

(1) New Years

(2) Martin Luther King’s Birthday

(3) President’s Day

(4) Memorial Day

(5) Juneteenth

(6) Independence Day

(7) Labor Day

(8) Columbus Day

(9) Veterans Day

(10) Thanksgiving Day

(11) Christmas Day

6. Contract Management.

The following personnel shall oversee and coordinate surveillance activities.

a. Contracting Officer (CO) - The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The CO shall also ensure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

Assigned CO:

Organization or Agency: Department of Veterans Affairs, VISN 20 Contracting

b. Contracting Officer’s Representative (COR) - The COR is responsible for technical administration of the contract and shall ensure proper Government surveillance of the contractor’s performance. The COR shall keep a quality assurance file. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf.

c. Other Key Government Personnel - Upon award TBA _________________is responsible for Performance

Monitoring, etc. and will act on behalf of the COR to monitor performance.

7. PAYMENT

The contractor shall submit invoices monthly in arrears covering the services performed under this contract.

Payment for any leave, including sick leave, holiday, or vacation time, shall be the responsibility of the Contractor.

The invoices will contain the following information:

Contract Number and Purchase Order Number

Monthly Billing Schedule/ Daily Rate/ Number of Days

Extended Total Price

Invoices must be submitted to:

Department of Veteran Affairs

Financial Services Center

PO Box 149971

Austin, Texas 78714-8971

8. PERSONNEL

The contractor will employ sufficient personnel to carry out the policies, responsibilities, and the program for the facility. In residential facilities there must be, as a minimum, an administrative staff member or designee of equivalent professional capability on duty on the premises or residing at the house and available for emergencies 24 hours a day, 7 days a week.

9. REFERRALS

a. The Department of Veteran Affairs personnel authorized to order service shall make requests for service via telephone. A faxed information sheet shall follow each telephone authorization as soon as possible after completion by Clinical Staff.

b. Orders, requests, or changes in the referral process shall only be made by the Clinical staff, or authorized party specified by the Associate Chief of Staff for Behavioral Health. Under no circumstances shall there be any deviation from any other party. In addition, the contractor shall make no deviation and is responsible for providing directions to its staff.

c. A list of authorized ordering personnel shall be made available upon the reward of the contract. Employees may be added up or deleted from the list during the term of the contract at the discretion of the BVAMC. The Service

Provider shall be notified of such changes as they occur.

d. Length of stay at VA cost will be initially authorized for up to 6 months, depending upon the needs of the veteran as mutually determined by the veteran, the residential treatment staff, and VA HCHV Treatment Staff. An additional 6 months of contract supporting residential treatment may be authorized with the BVAMC/designee's approval with such funding as is authorized.

e. It is understood that the beneficiary may be provided with facility care at the expense of the VA for a period not to exceed that stated in the length of treatment plan contracted, unless an extension of the authorization is provided in writing by the VA.

10. ABSENCES AND CANCELLATION

A. The contractor shall notify the authorization VA of absences from the facility. Absences of the veteran from the facility more than forty-eight (48) hours will not be reimbursable except those with the prior approval of the VA

Contract Officer. Should a veteran referred to a residential facility, absent himself/herself in an unauthorized manner payment for services for that veteran to the contract facility would be continued for a maximum period of two days provided there is a documented active outreach attempt on the part of the contract facility staff to return the veteran to the residential program and a strong likelihood that the veteran will return.

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.

11. COMPLIANCE

The contractor shall make available to the VA, documentary information deemed necessary by the VA to conduct utilization review audits for the mandated national evaluation study as required by Section 2 of Public Law 100-6; to verify quality of veteran care for veterans, to assure confidentiality of veteran record information and to determine the completeness and accuracy of financial records.

The contractor shall conduct treatment and discharge planning reflecting a team assessment of health, social and vocational needs and the involvement of resident 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.

The contractor shall notify the authorizing VA facility immediately when a medical emergency occurs that requires hospitalization of a veteran receiving care at VA expense. 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. If non-emergency hospitalization is required, it is agreed that admission to the VA will be accomplished promptly.

12. CONDUCT

The following acts are not permissible, which provide services under this contract or while on facility premises:

1. Use of intoxicating liquors, narcotics, or controlled substances of any kind (excluding doctors’ prescriptions which do not impair ability to perform contract) while on duty or reporting for duty while under the influence of liquors, narcotics, or controlled substance of any kind (excluding doctors’ prescriptions which do not impair performance).

2. Gambling in any form.

3. Carrying of pistols, firearms, or concealed weapons.

4. Smoking and other uses of tobacco while on duty.

5. Resorting to physical violence to settle a dispute with a fellow employee, customer(s) or the public while on duty.

6. Spitting in prohibited places or any other unsanitary, offensive, or insensitive practices or behavior.

7. Use of loud, indecent, or profane language and/or making threatening or obscene gestures toward customers or other employees.

8. Engaging a customer in a verbal confrontation in an attempt to settle a disagreement.

9. Soliciting or accepting tips from customers, companions, or others at any time.

13. COMPLAINTS HANDLING

The COR shall monitor the service provided. The contractor shall cooperate with the COR in providing information and answering questions in a timely manner when requested. The contractor shall refer documented complaints received directly from the veteran(s) to the program manager and the COR. All complaints received by the program manager and COR and forwarded to the Contractor shall be investigated promptly. After investigation and disposition, Contractor shall respond to the COR within five (5) working days after receipt by the Contractor.

14. TRANSPORTATION

The contractor facility shall assist the veterans with transportation to scheduled meetings and appointments occurring at the VA Facility. Contractor will also provide information and instructions referencing public transportation for veterans to utilize.

15. FACILITY

Facility shall be within 10 Miles of the Boise VA Medical Center.

Facility shall be equipped with operational air conditioning /heating systems.

Facility shall be kept clean free of dirt, grime, mold, or other hazardous substances and damaged noticeably detract from the overall appearance.

Facility shall be equipped with first aid kid, fire extinguisher fully charged non-expired, fire/carbon alarms, evacuation plan in case of emergency.

Facility shall have windows and doors that can be opened and closed in accordance with manufacturer standards.

BVAMC will not incur any cost associated with the contractor providing inadequate or faulty equipment.

The facility warrants that all applicable fire laws are being complied with and there are no recommendations of fire officials, which have not been resolved.

16. POLICY

The facility agrees and warrants that it does not maintain nor provide dual or segregated veteran facilities, which are segregated on the basis of race, creed, color, or national origin. The facility may neither require such segregated use by written or oral policies nor tolerate such use by local custom. The term "facilities" shall include but not limited to rooms, wards, sections, eating areas, drinking fountains, entrances, etc.

The facility agrees to accept referral of and to provide all services specified in this contract for any person determined eligible by the VA Medical Center Director or his designee, regardless of race, color, religion, sex, or national origin of persons for whom such services are ordered. In addition, the facility warrants that subcontracting will not be resorted to as a means of circumventing this provision.

It is agreed that the VA readily have access to all records concerning the veteran's care in the facility. It is agreed that duly authorized representatives of the VA will provide follow-up supervision visits to veterans placed to assure the continuity of care and to assist in the veteran's transition back into the community. It is understood that these visits do not substitute nor relieve the facility in any way of the responsibility for the daily care and treatment of the veteran. Upon discharge or death of the veteran, records on all VA beneficiaries will be retained by the facility following termination of care at VA expense.

The facility will not accept food stamps or welfare from veterans.

The contractor shall comply with the VA Veteran's Bill of Rights as set forth in the Code of Federal regulations, Section 17.34a, Title 38 (copy is available upon request).

The VA case manager/treatment teams, in collaboration with the existing community homeless providers, shall identify and refer all veterans to the contractor. All veterans will be homeless and chronically mentally ill (CMI)

(including chronically mentally ill veterans whose psychiatric disorder is manifested by chronic alcohol or other drug abuse).

Before referring any veteran, the VA shall have provided the contracted agency with a signed Release of

Information (ROI) from the veteran well as that veteran’s clinical assessment.

The VA case manager/treatment teams will provide ongoing supportive services to veterans and will conduct on-site to all veterans residing in residential facilities.

17. INSPECTION AND ACCEPTANCE

It is agreed that the Veterans Affairs will have right to inspection of the residential treatment center and all appurtenances by an authorized representative(s) designated by the Veterans Affairs.

Prior to the award of a contract, a multidisciplinary Veterans Affairs team consisting of a social worker, dietitian, registered nurse, contract officer, and an engineering service safety officer shall conduct a survey of the residential treatment/community health care center, residential facilities to be utilized will be restricted to community-based facilities that provide food, shelter, and supportive services in a caring environment.

In the cases of complexes of non-VA community health care facilities, it is imperative that all components of the program be inspected by the VA team prior to award of the contract as is required for an integrated primary site.

Each of the community health care facilities identified in the complex as contact recipients will also be subject to the requirement for contracting, safety and record keeping described in other parts of this document as applying to the residential treatment center.

The contractor will be advised of the finding of the inspection team. If deficiencies are noted during any inspection, the facility will be given a reasonable time to take corrective action to notify the Contracting Officer that the corrections have been made. A contract will not be awarded until noted deficiencies have been eliminated.

The VA shall monitor the contractor's program and inspect the contractor's facility quarterly to ensure compliance with this agreement. Any unsatisfactory conditions noted during an inspection of contract facility will be reported in writing to the VA Contracting Officer through the Medical Center Director. 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 discharge or transfer veterans and to terminate the contract.

Subsequent inspections of the residential treatment center must be completed annually by a multidisciplinary team including such VA Medical Center personnel as the Director considers necessary to assure the facility provides quality care in a safe environment. As the VA program personnel accomplish site visits, attention will be directed to the adequacy of veterans' records. Site visits will also include a spot check of records to ensure contractor invoices accurately reflect the veteran's length of stay.

18. SAFETY

The COR will inspect the facility for conformity to the current Life Safety Code and submit it to the team and will focus on an assessment of the quality of life within the residential treatment facilities, giving particular attention to the following factors:

1. General observation of residents indicates that they maintain an acceptable level of personal hygiene and grooming.

2. The facility meets applicable fire, safety and sanitation standards in attractive surroundings conducive to social interaction and the fullest development of the resident's rehabilitative potential.

3. The facility should be in a central location, near public transportation, and near areas which provide employment.

4. Appropriate organized activity programs during waking hours (including evenings) reflecting a high level of activity in the facility or in the linked facilities, for example individual professional counseling, physical activities, assistance with health and personal hygiene.

5. There is evidence of facility-community interaction. This may be 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.

6. Staff behavior and interaction with residents convey an attitude of genuine concern and caring.

7. Appetizing, nutritionally adequate meals are provided in a setting, which encourages social interaction and nutritious snacks between meals and bedtime are available for those requiring or desiring additional food, when it is not medically contraindicated. The addition of nutritious snacks to the requirements for room and board is particularly indicated for homeless veterans. Many of these veterans are either undernourished or have developed poor eating habits or both, because of their chronic psychiatric disorder, including alcohol/drug abuse behaviors. The local VA Medical Center dietitian may consult with the initial inspection team and the team making subsequent assessments, in evaluating not only the printed menus but also the veterans' satisfaction with meals and the actual consumption of food offered.

19. CERTIFICATION OF INSURANCE COVERAGE

Before award of the contract, the Contractor shall furnish to the Contracting Officer a Certificate of Insurance containing bodily injury liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence, $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage and an endorsement to the effect that cancellation or any material change in the policies which adversely affect the interest of the Government shall not be effective unless a thirty (30) day written notice of cancellation or change is furnished to the Contracting Officer. The term “shall endeavor” is not acceptable as issued by Insurance Carrier

The contractor shall be responsible for protecting the personnel furnishing services under this contract. To carry out this responsibility, the contractor shall provide the following for these personnel:

• workers’ compensation

• professional liability insurance

• health examinations

• income tax withholding

• social security payments

The parties agree that such personnel shall be considered employees of the contractor.

20. CONTRACT ADMINISTRATION DATA

The contracting officer is the only person authorized to approve changes or modify any of the requirements under 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 which will 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, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof.

21. TORT CLAIMS

The Federal Tort Claims Act does not cover the Contractor employees. When a contractor's employee has been identified as a provider in a tort claim, the Contractor employee is responsible for notifying the contractor's legal counsel and/or insurance carrier. Any settlement or judgment arising from a contractor employee's action or non-action is the responsibility of the contractor and/or insurance carrier.

Fingerprinting: In accordance with VHA Directive 0710, Personnel Suitability and Security Program, all Contractor employees providing Wheelchair Van Services shall comply with Federal Fingerprinting regulations.

22. INFECTION CONTROL REQUIREMENTS

Tests shall be current within the past year.

Tuberculosis Testing - All contractor personnel shall provide documentation of a Purified Protein Derivative (PPD) test performed within the past year. In case of a past positive PPD test, a negative chest radiographic report to rule out active tuberculosis shall be provided. The PPD test shall be repeated annually.

OSHA Regulation Concerning Occupational Exposure to Blood borne Pathogens - The contractor shall provide training or a self-study training module to its personnel; provide Hepatitis B vaccination series at no cost to its personnel who elect to receive it; maintain and distribute an exposure determination and control plan to its personnel; maintain required records; and ensure that proper follow-up evaluation is provided following an exposure incident. Contractor shall provide documentation that the employee(s) have received the Hepatitis B vaccination series or that the employee(s) declined to receive the series.

VA shall notify the Contractor of any significant communicable disease exposures to its employees as appropriate. The

Contractor’s occupational health provider shall adhere to current CDC/HICPAC Guideline for Infection Control in health care personnel (AJIC 1998; 26:289-354) for disease control. If the employees of the contracting agency suffer a communicable disease, the Contractor shall provide follow up documentation of employee’s clearance to return to the workplace prior to their return.

23. SECURITY REQUIREMENTS

The contractor employees shall not have access to VA sensitive or computer information and will not require routine access to VA Facilities. The contractor employees require intermittent access only and will be escorted by VA employees while at VA Facilities. No background investigation is required.

24. CONTRACTING WITH PARTIES LISTED ON THE OIG LIST OF EXCLUDED

INDIVIDUALS/ENTITIES

In accordance with The Health Insurance Portability and Accountability Act (HIPAA) and the Balanced Budget Act

(BBA) of 1977, the Office of Inspector General has established a list of parties and entities excluded from Federal health care programs. Specifically, the listed parties and entities may not receive Federal Health Care payments due to fraud and/or abuse of the Medicare and Medicaid programs.

Therefore, all offer3ors shall review the OIG List of Excluded Individuals/Entities on the OIG web site at www.hhs.gov/oig to ensure that the proposed candidate(s) and/or firm(s) are not listed. Offerors should note that any excluded individual or entity that submits a claim for reimbursement to a Federal health care program, or causes such a claim to be submitted, may be subject to a Civil Monetary Penalty (CMP) of $10,000 for each item or service furnished during a period that the person or entity was excluded and may also be subject to treble damages for the amount claimed for each item or service. CMP’s may also be imposed against health care providers and entities that employ or enter contracts with excluded individuals or entities to provide items or services to Federal program beneficiaries.

By signing the offer/bid, the Contractor certifies that he/she has reviewed the OIG List of Excluded

Individuals/Entities and that the proposed candidate(s) and/or firm is not listed as of the date the offer/bid was signed.

HIPAA COMPLIANCE

Contractors and any subcontractors must adhere to the provisions of Public Law 104-191, Health Insurance

Portability and Accountability Act (HIPPA) of 1996. This includes both the Privacy and Security Rules published by the Department of Health and Human Services (HHS). As required by HIPPA, HHS has promulgated rules governing the use and disclosure of protected health information by covered entities. The covered entity component of the Department of Veterans Affairs is the Veterans Health Administration Business Associate Agreement (BAA) with the VHA.

Business associates must follow VHA privacy policies and practices. All contractor and business associates must receive privacy training annually. For contractors and business associates who do not have access to VHA computer systems, this requirement is met by completing VHA National Privacy Policy training, other VHA approved privacy training or contractor furnished training that meets the requirements of the HHS Standards for

Privacy of Individually Identifiable Health Information as determined by VHA. For contractors and business associates who are granted access to the VHA or Department of Veteran Affair grounds, this requirement is met by completing VHA National Privacy Policy training or other VHA approved privacy training. Proof of training is required.

http://www.hhs.gov/oig

25. Performance Monitoring

Task ID

PERFORMANCE

Indicator

MEASURES

Standard

Acceptable Quality Level

Method of Surveillance

Access

Contractor to have available 10 beds on a monthly basis.

Volume for homeless veteran room/board is 10 beds available monthly

100% Quarterly COR audit

Quality Care

Unplanned discharges back to homeless situation.

# of veteran unplanned discharge will be reported for each veteran

95% Ongoing Program Manager audit

Patient Safety 3 Injury to veterans while in contractors care.

Report minor injuries monthly.

Major injuries immediately

100%

Agency reports to COR and Program Manager

Patient Satisfaction

Complaints to Veterans Patient Advocate or HCHV Program Manager

% of reported complaints that were effectively resolved

100%

Contractor provides documented reports to COR and Program Manager

Clinical Information return/timeliness

Timeliness in response to request for information.

Within 3 days.

90% or greater

Quarterly COR Program Manager audit.

26. GOVERNMENT-FURNISHED EQUIPMENT (GFE)/GOVERNMENT-FURNISHED INFORMATION

(GFI).

N/A

27. OTHER PERTINENT INFORMATION OR SPECIAL CONSIDERATIONS.

A. Inspection and Acceptance Criteria.

The COR/CO is responsible for certifying that the work done under the contract is performed to time and standard.

B. Special Contract Requirements

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 Department of

Veterans Affairs Medical Center, 500 West Fort Street, Boise, Idaho 83702-4598, the services and prices specified in the Section entitled Schedule of Supplies/Services of this contract. Contractor will meet or exceed Joint Commission standards.

28. RISK CONTROL

Contractor will comply with Boise VAMC safety, patient care, infection control, and information security policies.

29. PLACE OF PERFORMANCE.

Selected Contractors facility/address

30. PERIOD OF PERFORMANCE.

Services are requested for a period of one year, with 4 one-year options.