Performance Work Statement.pdf

PERFORMANCE WORK STATEMENT

HOPTEL LODGING

VA Palo Alto Health Care System

1. PURPOSE: The contractor shall furnish services to veteran beneficiaries for whom such care is specifically authorized by the Veterans Health Administration (VHA) under the HopTel authority 38 U.S.C. 501, 1708, Part 60. Services shall be provided at a facility designed to provide substance free temporary lodging of qualified Veterans and up to one caregiver or service animal including all services contained in this document.

2. To be eligible for placement in time-limited lodging, Veteran must be coming to the area for treatment, medical care or a Compensation and Pension examination. Furthermore, the Veteran could be homeless or at imminent risk of becoming homeless. The Veterans must be eligible and registered for VA services, and be medically stable and capable of self-care, or accompanied by a caregiver able to provide the necessary care. A member of the family of such Veteran or another person who accompanies such Veteran to provide the equivalent of familial support or support animal is also eligible to stay in the temporary lodging. As a condition for receiving temporary lodging, a Veteran must be required to travel either 50 or more miles, or at least two hours from his or her home to the VA health care facility. The facility Director at the VA health care facility of jurisdiction may make an exception to distance or time provisions based on exceptional circumstances, such as condition of the Veteran, inclement weather, or mode of transportation used by the Veteran. Duration of stay: temporary lodging may be available the night before the day of the scheduled care if the veteran leaving his or her residence by 8:00 A.M. would be unable to arrive at the health care facility by the time of the schedule care. Temporary lodging may be available the night of scheduled care if, after the completion of the care, the veteran would be unable to return home by 7 p.m. When the veteran is undergoing extensive treatment or procedures, such as an organ transplant or chemotherapy, eligible persons may be furnished temporary lodging for the duration of the episode of care. Exceptions to duration of stay may be approved by the facility Director and COR. Upon acceptance of a VA patient by the facility, the contractor shall furnish temporary lodging herein described, at the per diem rate specified. VA is obligated only to the extent that authorized placements of patients are made under this contract.

1.1. All veterans must be eligible and registered for VA services to qualify for per diem, to be determined by Contracting Officer’s Representative (COR) or individual designated by the COR (designee).

1.2. The facility shall notify the COR, or individual designated by the COR, of admissions and discharges from the program within 24 hours.

1.3 The facility shall meet all City, State, and Federal requirements concerning safety and health codes. The facility shall maintain a current facility occupancy permit, insurance, and provide copies of these documents to the COR or designee. Documents need to be submitted within 30 days from the contract start date, and every six months following, for the duration of the contract.

1.4. The intended period of performance will be one (1) year Base Term with the option to extend services up to Four (4) additional twelve (12) months terms from date of award;

at the discretion of the Government. The type of contract intended to be awarded is an Indefinite Delivery/Indefinite Quantity (ID/IQ) contract and the pricing arrangement will be on a Firm-Fixed Price basis.

2. SERVICES: The contractor shall furnish each veteran authorized care under this contract with the following basic services:

2.1 Residential Lodging: The temporary lodging facility shall provide sanitary space for lodging, including bed and furniture to store belongings. The facility shall provide storage space in an onsite refrigerator for veterans to store personal food. The facility shall establish and maintain sanitary procedures for washing dishes, cleaning equipment and work areas, and disposing of waste.

2.2 Laundry: Laundry facilities shall be provided for residents to do their own laundry.

2.3. Lodging Environment: Contractor shall provide a safe, clean, and sober environment with a minimum level of structure throughout the day to insure safety. Contractor shall ensure all veterans sign in with a daily check in for roll call. The Contractor will provide a substance free setting to support the comfort and value of the Veteran’s stay. Veterans will be provided an environment where they will be treated with respect and dignity. Therapeutic, Rehabilitative, and Recover Service are not required, but may be provided as appropriate such as 12 step groups. Breathalyzer may be utilized to determine sobriety. The staff at this facility will collaborate with VA staff to support the Veteran’s VA service plan, as needed. The contractor will have an emergency plan in place for Veterans who may pose a threat to self or others.

3. BILLING: Payments made by VA under this contract shall constitute the total cost of care and housing of the homeless veterans. Contractor agrees that no additional charges will be billed to the Veteran or the Veteran’s family, either by the Contractor or any third-party furnishing services or supplies required for such care, unless prior authorization is received in writing from the COR. The rate established will include the services listed in this document and will also include all services or supplies normally provided other residents by the facility without extra charge. Rate may not include cost of transportation or food the facility may choose to provide. The facility shall immediately notify the COR or COR designee regarding any interruption of contract services. Attendance records will be required and submitted with monthly billing.

3.1 No obligation will be incurred by the Department of Veterans Affairs under this contract until authorizations are issued by the COR or designee for this contract for specific beneficiaries.

3.2 Contractor shall submit daily attendance records and invoice to the COR by the 7th day of each month. Invoices shall be approved by the COR or COR designee before they are submitted by the contractor via the OB10 system for payment.

4. STAFFING: The contractor shall employ sufficient professional staff and other personnel to carry out the policies and procedures of the facility. There will be, at a minimum, a qualified employee on duty on the premises, or residing at the program and available for emergencies, 24 hours a day, 7 days a week. The House Manager(s) is required to receive yearly training from VA personnel as designated by the COR on Veteran-related issues. The house manager shall not be active in any Chemical Dependency Treatment Program (CDTP) or have been active in any CDTP for at least one year. Staff will provide ongoing support to veterans in order that they may achieve, maintain, and engage in qualifying VA treatment, daily living, and self-care. The staff shall notify the COR or designated VA personnel within 24 hours of any incident involving a veteran at the facility. The COR and/or the COR designee will be informed of any staff changes and will be provided a resume of the incoming personal.

5. RECORDS AND REPORTS: The contractor shall make available to the COR or designee, 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 housing of veterans, to assure confidentiality for veterans, and to determine the completeness and accuracy of financial records. The temporary lodging contractor shall coordinate with the VA social worker regarding consults, referrals, and admission to the temporary lodging facility. In the event a patient receiving care under this contract dies, the facility will promptly notify the COR or designee and immediately assemble, inventory, and safeguard the patient's personal effects. The funds, deposits and effects left by VA patients upon the premises of the Facility shall be delivered by the facility to the person or persons entitled thereto under the laws currently governing the Facility for making disposition of funds and effects left by patients, unless the beneficiary died without leaving a will, heirs, or next of kin capable of inheriting. Should a deceased patient leave no will, heirs, or next of kin, his effects become personal property of the United States in trust, and such property and funds on the premises will be delivered to the COR or designee.

6. LOCATION: The Contractor’s facility for providing these services shall be located within ten (10) miles of the VA Palo Alto Health Care System’s Menlo Park Division, 798 Willow Road, Menlo Park, CA 94025.

7. Contractor’s Quality Improvement Monitors:

The quality control program is the driver for quality. The contractor is required to develop a comprehensive program of inspections and monitoring actions. The first major step to ensuring a “self-correcting” contract is to ensure that the quality control program, approved at the beginning of the contract, provides the measures needed to lead the contractor to success.