PWS Substance Use Disorders Treatment Program_SUDTP_Intensive Outpatient Beds_IOP_.docx

PERFORMANCE WORK STATEMENT (PWS)

SUBSTANCE USE DISORDERS TREATMENT PROGRAM (SUDTP)

INTENSIVE OUT PATIENT BEDS (IOP)

Part 1 General Information

GENERAL: This is an ongoing non-personnel services contract to provide supervised housing and case management services as a residential component of its Substance Used Disorders Treatment Program (SUDTP) Intensive Out Patient Beds (IOP).The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Intensive Out Patient Beds (IOP) as defined in this Performance Work Statement except for those items specified as government furnished property and services. The Contractor shall perform to the standards in this contract

1.2 Objectives: The objective of the IOP is to provide:

· community-based residential therapeutic community environment

· (minimum 18 beds)

· A domicile environment

· Promote community integration

· Has a homelike feel and presentation

· sufficient supportive services to meet the needs of those Veterans receiving substance use treatment at SAVAHCS

· supportive residential staff

· personal and/or protective care for Veterans with substance use disorders

· Case Management, supervision and supportive services

· Communicate information pertinent to Veterans treated with VA SUDTP clinical staff

1.3 Scope: IOP services includes providing a therapeutic and rehabilitative environment of care following the Veteran Centered Care Model, https://www.va.gov/PATIENTCENTEREDCARE/clinicians/what-is-patient-centered-care.asp

Staffing 24/7 to supervise Veterans, and transportation to and from SAVAHCS

1.4 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years.

1.5 Quality Control: The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. After acceptance of the quality control plan the Contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

1.6 Quality Assurance: The government shall evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.7 Holidays: Contractor shall perform residential services on the following holidays. Contractor shall bear the cost of any overtime and/or holiday pay to which its personnel may be entitled performing work under this contract. These costs shall not be billed to nor reimbursed by the Government.

1.8 Hours of Operation: The Contractor is responsible for conducting business 24 hours per day. The Contractor must maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.9 Place of Performance: The work to be performed under this contract will be performed at the Contractor’s facility which is within 20 miles of the Southern Arizona VA Health Care System, 3601 S. 6th Ave., Tucson, AZ 85723.

1.10 Evidence of Insurance Coverage: Before commencing work under this contract, the Contractor shall furnish certification to the CO that the coverage required (General & Professional Liability as well as Workers Comp) has been obtained and such policy shall state, “This policy may not be changed or cancelled without written notice to the VA CO, Network Contracting Office 22 Gilbert, 3601 S. 6th Ave. Tucson, AZ 85723. Said policy must bear an appropriate “loss payable clause’’ to the United States as its interest may appear. Such evidence of insurance will not be waived. See VAAR Clause 852.237-7 for amounts.

1.11 Security Requirements: The Contractor, its personnel, and its sub-contractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. The security requirements in VA Handbook 6500 and will apply. See attachment in section D. Contract Security are part of this contract and are incorporated herein by reference.

1.12 Physical Security: The Contractor shall safeguard all Government equipment, information, and property provided for Contractor use.

1.13 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the contracting officer will apprise the Contractor of how the government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.14 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements; monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property; and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially regarding changes in price, estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.15 Key Personnel: The Contractor shall utilize the personnel named in its proposal to perform the services required under this contract. If any of the personnel named in the proposal are unable to perform the duties of this contract, for any reason such as death, illness, or resignation from the Contractor’s employ, the Contractor shall promptly submit to the CO and COR, in writing, a detailed explanation of the circumstances necessitating the substitution within one business day of the personnel change event. The Contractor shall submit to the CO and COR, in writing, a plan for acting/interim coverage of the absent personnel within two business days after the start of an absence expected to last more than three days. This plan shall adequately address maintaining safety, security and service delivery within the program.The Contractor shall email notice of proposed changes of personnel to the COR and include a resume for the proposed substitute, and any other information that may be needed to approve or disapprove the proposed substitution to the CO and COR within 15 business days of the personnel change event. Contractor shall bear the expense of any replacement of personnel it makes. Any substitution of personnel shall be without any increase to the contract price and without delay in the performance or delivery of services to the Government.The Government shall have the right to require replacement of any Contractor or sub-contractor employee assigned to work on this contract, if the Contracting Officer determines that the employee does not to possess the experience or ability required under the contract, or if said employee is for any other reason found to be unsuitable to perform the work required by the contract. The replacement must meet the Special Qualifications requirements stated in the Contractor shall bear the expense of any replacement of personnel directed by the Government. Any substitution of personnel shall be without any increase to the contract price and without delay in the performance or delivery of services to the Government.

1.16 Special Qualifications: The Contractor shall ensure all employees possess and maintain current professional certification as described below during the execution of this contract. Contractor shall ensure the following staff performing services under this contract have the following qualifications and meet the following staffing ratios: 1:20.

a) Behavioral Health Tech- successful completion of 2 years of study that included at least 12 semester hours in any combination of courses in the health, beavior health, social services. Training with a miniumum of one-year experience working with Veterans with substance use disorders, chronic medical, mental healt issues, and be ale to assess and anticipate crises.

b) A Director /Supervisor/Program Manager of the contract progrm and /or facility on call and available for emergencies 24 hours a day, 7 days a week. Licensed with one of the following: Licensed Professional Counselor, Licensed Independent Substance Abuse Counselor, Licensed Master of Social Work or Licensed Clinical Social Worker.

1.17 Staff Requirements: The Contractor must have at a minimum, a full-time administrative staff member on duty on the premises and available for emergencies 24 hours a day, 7 days a week. A Director/Supervisor of the contract program and/or facility on call and available for emergencies 24 hours a day, 7 days a week. There must be staff present on site at all times Veterans are present. Veterans will be participating in SUDTP IOP programming via in-person and/or virtual individual and group appointments during normal duty/business hours. There may be instances where a Veteran with a minor illness will need to remain at the facility for rest during normal duty hours. When an illness stay is approved, contract staff member/s will need to stay at the facility with the Veteran during normal business hours.

1.18

PART 2

DEFINITIONS & ACRONYMS

1.19 (This section includes all appropriate terms and phrases for this PWS. The definition must be clear and concise, not ambiguous. Carefully consider each definition because they will be binding for the duration of this contract, unless modified. In addition, include a complete listing of all acronyms and words or phrases they represent.)

DEFINITIONS:

2.1 CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.2 CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.3 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.4 DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.5 DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.6 KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.7 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.8 QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.9 QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance.

2.10 QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.11 SUBCONTRACTOR. One that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor.

2.12 SMART Recovery is an international non-profit organization which provides assistance to individuals seeking abstinence from addictive behaviors.

2.13 WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.14 VA MULTI-DISCIPLINARY TEAM. The multi-disciplinary VA team will consist of the VA Medical Center Contracting Officer’s Representative (COR), 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 VA 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.

2.15 VETERAN CENTERED CARE. Principles including and not limited to:

· Enhance the quality of human interactions and therapeutic alliances by treating Veterans with respect and to promote veteran centered recovery plan;

· Solicit and respect the Veteran’s values, preferences, and needs;

· Empower the Veteran through information and education;

· Ensure emotional and spiritual support;

· Incorporate the nutritional, cultural, and nurturing aspects of food 2.16

ACRONYMS: [List all acronyms used in the PWS and what they represent. At a minimum, insert the acronyms provided below].

PART 3

GOVERNMENT FURNISHED SERVICES

2.17 (This section should identify those items such as property, information and/or services that will be provided for the Contractor’s use (without cost to the Contractor) to allow them to provide the required services, such as materials, facilities, training, etc. Examples provided below.)

3.1 Veterans will be screened for entry to the SUDTP IOP program to determine medical and psychiatric stability and their suitability for entry to the program by VA staff. Before admission into the contracted care Veterans will have agreed to and are capable of the following:

3.2 Self-preservation. In an emergency, the Veteran should have sufficient capacity to recognize physical danger, judgement to recognize when such danger requires immediate exit from the group residence, capacity to follow a prescribed route of exit, and physical mobility to accomplish such exit. Veterans need to be capable of independently performing all activities of daily living (i.e. bathing, dressing, feeding one’s self, managing any incontinence issues, manage and self-administer prescribed medications, etc.)

3.3 Veterans cannot be a danger to self or others.

3.4 Veterans must be medically stable and medically cleared by a VA medical provider.

3.5 Veterans must be on voluntary treatment agreement.

3.6 Veterans cannot possess firearms or any other weapons on contract facility property.

3.7 Veterans must also be willing to abide by the rules of the contract agency, including observing curfews, participating in drug testing; attending VA required mandatory group meetings, and refraining from drug and alcohol use. Such rules need to be approved by the Director of the VA Substance Use Disorder Treatment Program (SUDTP).

3.8 Veterans must be willing to work toward resolving substance use issues and engaging in clinically appropriate substance use and mental health treatment.

3.9 The following psychosocial interventions with therapeutic activities will be provided at the VA:

3.10 IOP Patients three or more hours per day, three days a week at a minimum.

3.11 VA program staff will evaluate the Veteran’s progress towards rehabilitation goals.

3.12 The VA will conduct utilization review audits.

3.13 Veteran’s placement shall be 3 to 6 weeks as clinically indicated as determined by VA COR.

3.14 VA Multidisciplinary team will inspect the contractor’s facility and program.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

3.15 (This section is used to identify the materials and equipment that the Contractor must provide. Examples provided below.)

General (If applicable): The Contractor shall provide a residential therapeutic community facility, staffing and supervision, transportation, training, and documentation of services. Follow the principles of Veteran Centered Care. Contractor shall provide the services described in the Performance Work Statement as outlined below that are not listed under Part 3 of this PWS

4.1 Residential Therapeutic Community Facility:

4.2 Contractor shall provide at a minimum, 18 bed facility, ensure its facilities are licensed as required for the particular setting and meet all applicable local, state, and Federal requirements concerning licensing and health codes. Where applicable, the facility must have a current occupancy permit issued by the authority having jurisdiction. The contractor shall provide housing and supportive services in a manner that is free from religious discrimination. Contractor shall ensure its facilities meet the following standards:

4.3 NFPA 101: Life Safety Code. This code can be located at http://www.nfpa.org/aboutthecodes/AboutTheCodes.asp?DocNum=101# or within the published NFPA 101: Life Safety Code, 2012 edition

4.4 Americans with Disabilities Act (ADA) to include facility safety and accessibility requirements of the disabled, see www.ada.gov. This also includes meeting standards for certified service dogs in the facility, see current standards at www.ada.gov/service_animals_2010.htm. Service Dog owner is responsible for pet license, supervision, care and feeding of dog

4.5 The Joint Commission (TJC)

4.6 Commission of Accreditation Rehabilitation Facilities (CARF)

4.7 Other services provided by contractor include, but are not limited to:

4.8 Facility maintenance (interior and exterior maintenance)

4.9 Windows and doors can be opened and closed in accordance with manufacturer standards.

4.10 Pest Conrol: If any pest is found in the patient area by the Veterans, contract staff, or VA staff, within 24 hours of report, the contractor will provide licensed and certified professional pest control service. Upon completion of service certified professional pest control service will submit results to the VA.

4.11 Utilities (water/sewer, electricity/gas)

4.12 Telephone/data connections/Wi-Fi availability

4.13 Controlled telephone access with ability to make local telephone calls

4.14 Fire alarm/fire protection

4.15 A television with basic cable or satellite TV service in each facility that houses Veterans.

4.16 Cleaning supplies shall be provided by contractor.

4.17 Bed Turn Over-Contractor will launder blankets and pillows for each bed after veteran is discharged from program.

4.18 Linens/bedding free of stains to be provided by contractor.

4.19 Laundry-On-site, adequate laundry facilities (including detergents) available for Veterans to do their own laundry, at no cost to the Veteran.

4.20 Basic gender specific toiletries such as soap, shampoo, deodorant, shaving cream, razor, comb, toothbrush, toothpaste, toilet paper, menstrual pads, tampons, hair dryer, iron and ironing board.

4.21 Provide food/meals/snacks 7 days a week, with kitchen facilities for the Veterans to prepare their own meals. Such food/meals shall be healthy and meet the nutritional needs of the Veterans to enhance their recovery.

4.22 Sanitary procedures shall be established and maintained for washing dishes, cleaning equipment and work areas, and for proper waste disposal.

4.23 Appropriate space for Veterans to visit with significant others, family, and children at designated times.

4.24 Veterans shall be housed in a homelike environment to support their community living skills. The contractor shall provide Veterans, particularly of vulnerable target populations such as the geriatric community that may have issues with things such as climbing stairs and ladders, along with a designated single standing bed with a mattress that is used exclusively by the individual Veteran from the time of admission to the time of discharge. This bed must be situated in a room that affords the Veteran safety, privacy and security.

4.25 Provide each individual Veteran space for Veteran to hang clothes either in fixed or portable closet areas in each room. Provide each individual Veteran a locked cabinet, drawer, locker, or other acceptable secured means accessible only to the Veteran and/or qualified contractor staff. Keys or codes must be unique to each Veteran’s locked area.

4.26 Female Accommodations: Separate and secure sleeping arrangements (unit or wing) for at least two female Veterans.

4.27 Ensure that all facilities have locking bedrooms and bathrooms exclusively for female Veterans. Safe and secure exclusive bathroom arrangements for female Veterans. In mixed gender units, this includes but is not limited to, proximity to staff and door locks.

4.28 Appropriate private space for women Veterans to visit with significant others and children at designated times.

4.29 Inspection of Facility and Program: The Contract Facility is subject to inspection by a VA multi-disciplinary Inspection Team prior to contract award and prior to the annual contract renewal date, to insure compliance with all contract requirements. Inspections may also be carried out at such other times as deemed necessary by the Department of Veterans Affairs.

4.30 Surveys of the housing setting shall be made quarterly by the VA team and COR or a designated representative.

4.31 Prior to making each inspection of a facility, the team will:

· Contractor shall provide copies of valid licenses to the VA at the time of pre-inspection and during annual inspection reviews.

· Review the report of most recent inspection, if any, and discuss with team members any problems or irregularities which they may have encountered earlier in dealing with the facility.

4.32 The safety officer will be prepared to inspect the setting for conformity to the current Life Safety Code (National Fire Protection Association (NFPA #101)

4.33 Review terms of any existing contract housing agreements.

4.34 The clinical members of the team will focus on an assessment of the quality of care provided by the facility and the quality of life within the facilities

4.35 Patient records maintained in a manner compliant with paragraph 4.56 of this contract.

4.36 Making a spot check of Veterans’ records to ensure accuracy with respect to Veterans’ length of stay and services provided to the Veterans

4.37 Documentation that basic services are provided to Veterans on an ongoing basis.

4.38 General observation of Veterans indicating they maintain an acceptable level of personal hygiene and grooming.

4.39 Evidence of facility-community interaction. This may be demonstrated by the nature of scheduled activities or by involvement of other than facility staff with the Veterans.

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

4.41 Evidence that the contract facility shall provide documentation that staff is available for emergencies 24/7.

4.42 There is documented evidence of the facility’s commitment to the implementation of the Patient’s Bill of Rights.

4.43 Other items to be included in the inspection:

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

· Inspecting the types of meals and other nutrition provided to Veterans (approval will be gained by the Nutritionist on the inspection team).

4.44 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.

4.45 A formal report of each inspection will be prepared and forwarded to the VA Contracting Officer. In accordance with normal contract administrative practices, the following actions shall ensue:

· The Facility will be advised of the findings of the inspection team.

· In the event deficiencies have been noted, the Facility will be given a reasonable time to take corrective action and to notify the Contracting Officer that the corrections have been made.

4.46 Any unsatisfactory conditions noted during a follow-up visit to a contract facility will be reported in writing to the VA Contracting Officer. In already existing contracts, satisfactory corrections must be made within an established time frame with the Contractor and COR. When this is not done, the VA Contracting Officer will consult with the concerned officials so that suitable arrangements can be made to discharge or transfer patients and terminate the contract.

4.47 The original copy of the inspection report and pertinent correspondence will be kept in the contract file. The Contract Facility (contractor) shall make documented information available to VA, as deemed necessary, to conduct utilization review audits, to verify quality of care to Veterans, to assure confidentiality of Veterans record information, and to determine the completeness and accuracy of financial records. The comprehensive programs monitoring the evaluating study mandated by 38 U.S.C 1720(f) will draw part of its data from the contract facilities.

4.48 The government shall, at its discretion, choose at any time, announced or unannounced to have VA personnel inspect the contractor’s facility.

4.49 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.

4.50 Environment of Care: The Environment of care will be maintained in a clean and appropriately-furnished condition with timely repairs and regular maintenance. Facility will be kept clean and free of dirt, grime, mold, or other hazardous substances and damaged item/s that noticeably detract from the overall milieu and appearance.

4.51 A milieu that will promote community interaction and a home-like environment

An environment designed to promote an individual sense of well-being, optimism, and social integration with the surrounding community (as opposed to a hospital or dormitory-like dwelling). NOTE: in the design and decoration of the space, a priority needs to be placed on promoting a sense of hope and belief in recovery.

4.52 Contractor will meet quality of patient care standards as specified by the VA.

4.53 The comprehensive program monitoring and evaluation study mandated by law will draw part of its data from the contractor housing settings.

4.54 Staffing and Supervision: Contractor will provide a safe and sober environment that promotes a alcohol/drug use-free lifestyle. Provide staffing on a 24-hour, 7 days per week to supervise Veterans.

Follow the principles of Veteran Centered Care including but not limited to:

· Enhance the quality of human interactions and therapeutic alliances by treating Veterans with respect and to promote veteran centered recovery plan.

· Solicit and respect the Veteran’s values, preferences, and needs.

· Empower the Veteran through information and education.

· Ensure emotional and spiritual support.

· Incorporate the nutritional, cultural, and nurturing aspects of food.

4.55 Provide appropriate safety and security in all common areas, such as lounges, laundry rooms, shared kitchens, group rooms, entrances and exits, and hallways, through active monitoring. Monitoring may be done by frequent security staff observation.

4.56 Documentation of services: The Contractor shall maintain an individual clinical record on each veteran outplaced under this contract. The contractor must comply with the requirements of the "Confidentiality of Certain Medical Records" (38 USC 4132), and the "Confidentiality of Alcohol and Drug Abuse Patients' Records" (42 CFR, Part 11) when appropriate, and shall be part of the contract. Additional inofrmation can be found online at:

https://www.va.gov/vhapublications/publications.cfm?pub=6

All case records will be maintained with such security and confidentiality as required, and will be made available on a needtoknow basis to appropriate VA staff members involved with the treatment program of the veterans concerned. The contractor is subject to annual security inspections by the VA Security department. In addition to reasons for referral, the clinical record maintained by the contract facilities will include:

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

4.58 All essential identifying data relevant to the Veteran and the Veteran’s family, in case of emergency, next of kin should be identified.

4.59 Data relating to the Veteran’s admission to SUDTP IOP including intake assessment(s) and anticipated length of stay provided by SUDTP housing coordinator or designated clinical staff.

4.60 Copies of all medical prescriptions issued by any physician, including orders, if any, for medications to be taken and/or diets to be followed.

4.61 Written case management plan and client progress notes.

4.62 The Contractor shall be responsible for the following onsite records and reports:

Daily sign-in sheets signed by program Veterans and/or contractor staff, to document and verify Veterans’ presence at the facility during curfew and bed checks. 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. Maintain daily sign-in sheets and provide records to VA upon request.

4.63 HIPAA Compliance: Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to protect the privacy and Security of Protected Health Information (PHI). This contract and its requirements meet the following exception and does not require a Business Associate Agreement (BAA) in order for Covered Entity to disclose protected Health Information to: An organization (Specialty Care Facility Provider) whose access to Protected Health Information would be incidental, if at all); Based on the exception, a Business Associate Agreement (BAA) is not required for this Contract.

4.64 Absence of the Veteran from the Contract facility will not be reimbursable except with the prior approval of the COR.

4.65 Veterans receiving care under this contract, who begin to require more than the level of care authorized by VA, will be readmitted to an appropriate VA facility, as determined and authorized by VA. When such admission is not feasible because of the nature of the emergency, it is agreed that VA authorization must be obtained within 72 hours of admission of the patient to a non-Federal facility. If hospitalization of a non-emergency nature is required, it is agreed that readmission to SAVAHCS will be accomplished as soon as the patient’s condition is sufficiently stabilized to permit admission to VA.

4.66 Training:

4.67 All contractor staff who works with SUDTP IOP Veterans shall be trained in basic First Aid and Cardiopulmonary Resuscitation (CPR) not less than once every two years. First Aid training shall meet or exceed basic First Aid Standards set by the American Red Cross. CPR training shall meet or exceed BLS/AED standards set by the American Heart Association. This training shall be paid for by the contractor.

4.68 Contract staff shall be required to complete other VA mandated training as directed. VA shall be responsible to provide this additional training that will most often be offered at SAVAHCS. Contractor shall not be required to pay for this training but VA will not reimburse contractor for contractor employee time, travel, or food. Contractor shall be required to ensure all contract staff who work with SUDTP IOP Veterans receives this training as directed.

4.69 Contracted staff will have fire and safety training every two months. Contract facility will maintain documentation of fire drills, new patient orientation and contract staff training for a minimum of two years

4.70 All contractor staff of the Contractor providing services under this contract shall complete the VA’s VA Privacy and Information Security Awareness Training and Rules of Behavior (Annually), and Privacy and HIPPA Training or provide acceptable evidence that acceptable training has been provided. The VA training is located on the Web at https://www.tms.va.gov/learning/user/login.jsp .

4.71 The training certificate must be printed and presented annually to the COR, upon request. All contractor staff providing services under this contract sall present a description of titles and the level of education.

4.72

PART 5

SPECIFIC TASKS

4.73 (This section is the heart of the PWS. All of the services to be performed under the contract should be described in sufficient detail here. This includes all general tasks required by the Government.)

Contractor shall perform the following tasks:

5.1 Provide Case Management Services and document Service Plan:

5.2 Develop a written case management and/or service plan based on Veteran’s identified needs to achieve a more adaptive level of psychosocial functioning and promote community integration including utilization of community resources.

5.3 Provide education and assistance to develop recovery based living patterns such as but not limited to: self-care skills, self-administration of medication(s), social skills, independent living skills, budgeting and finances, and linkages to outside resources and supportive services.

5.4 Meet with Veterans weekly to follow up on Veteran’s progress and identify any concerns/needs that need to be addressed. Maintain records of weekly meetings and provide records to the VA upon request.

5.5 In the event of a conflict in VA program or facility guidelines, VA program will take precedence. Services shall be documented in accordance with section 4.56, Staffing and Supervision in accordance with section 54

5.6 Provide Reports/Communications: Communicate information pertinent to Veteran’s wellbeing to VA COR. The VA COR housing coordinator or designated staff should be notified immediately when a Veteran chooses to leave SUDTP IOP, during after hours, a notification voicemail will suffice.

5.7 Provide services to 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 and Veterans Healthcare Service Standards as set forth in VHA Directive 2006-041 (See https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=7475 for more information).

5.8 Provide written procedures:

5.9 Develop written procedures for intake and admission to contract facility including but not limited to orientation of facility, review of program rules/regulations, fire and safety policies and procedures within five days of taking residence in the facility. Veterans must be instructed in evacuation procedures when the primary and/or secondary exits are blocked.

5.10 Provide contact information of assigned case manager and/or designee available 24 hours, 7 days a week.

5.11 Develop written procedures consistent with local, federal and state laws for detecting contraband brought on the unit/residence. Procedures shall be approved by VA COR.

5.12 Develop written policies and procedures that address the below concerns and situations, procedures shall be approved by VA COR. These policies and procedures must be communicated to Veterans both verbally and in writing in a manner that is understandable to them upon admission to the contractor facility. This communication must be documented in the contractor’s Veteran client record.

5.13 Suspected or known drug or alcohol use or relapse by one or more Veterans

5.14 On-site contraband, weapons (including props or souvenirs that appear to be weapons), drug or alcohol related paraphernalia (i.e., found alcohol, drugs, drug “works”, etc.)

5.15 Safe prescription medication storage and handling, including specific provisions for prescribed controlled substances

5.16 Safe prescription medication access, including specific provisions for safe disposal of medications and syringes.

5.17 Assertive monitoring of controlled substances, including but not limited to: signing in medications after receipt from pharmacy with an observed pill count by contractor staff; staff observation and recording of taking of controlled substances and other medications by Veterans.

5.18 Room inspections, daily curfew and daily bed checks of Veterans residing in the program, including methods and frequency.

5.19 Grievance process to address Veteran complaints with time frames for responses from the contractor’s program/facility management.

5.20 Veteran abandonment of belongings in the facility, including time frames and procedures for disposal.

5.21 Process to elicit Veteran satisfaction with the facility and onsite services, including information collection methods and frequency, and process for utilizing the information for continual performance improvement purposes.

5.22 Provide an evacuation plan in case of emergencies.

5.23 Provide Notification to VA: In the event a Veteran relapse on alcohol or drugs, Veteran’s case will be staffed with SUDTP housing coordinator or designated clinical staff to determine Veteran’s continued placement at the contractor facility. Determinations will be made on a case-by-case basis and based on Veteran’s individual recovery needs.

5.24 Notify SUDTP housing coordinator or designated clinical staff of any negative incident occurring with a Veteran within 24 hours of being informed or aware of the incident, if not sooner. Contractor will complete a written incident report within 48 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); drug overdose; 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.

5.25 Sufficiently document all negative incidents including but not limited to:

· Staff name

· Date

· Time

· Findings

· Outcome

· Veteran name and social security number when indicated

· VA staff notified when indicated

5.26 Such documentation shall be maintained as required in 4.56 Documentation of services; and be made available to VA inspection teams or staff when requested.

5.27 Unauthorized absences must be reported immediately to the SUDTP housing coordinator or designated clinical staff, during after hours, a notification voicemail will suffice. Unauthorized absences from the contract facility may result in Veteran ‘s discharged by the SUDTP staff.

5.28 Authorized absences from the contract facility must be approved by the SUDTP housing coordinator or designated clinical staff.

5.29 Contract staff shall notify the SUDTP housing coordinator or designated clinical staff immediately when a medical emergency occurs, during after hours, a notification voicemail will suffice. When necessary the Veteran will be admitted to an appropriate VA facility. When such admission is not feasible because of the nature of the emergency, hospitalization in a non-Federal hospital may be accomplished provided VA authorization is obtained in advance. If hospitalization of a non-emergency nature is required that admission to the VA hospital will be accomplished promptly.

5.30 In the event a beneficiary receiving care under this contract dies, the contract facility shall promptly notify the SAVAHCS and immediately assemble, inventory, and safeguard the patient’s personal effects. The funds, deposits, and effects left by Veteran upon the premises of the contract facility shall be delivered by the facility to the person or persons entitled thereto under the laws currently governing the contract facility for making disposition of funds and effects left by Veterans, unless the beneficiary died without leaving a will, heirs, or next of kin capable of inheriting. When disposition has been made the itemized inventory, with a notation as to the disposition of the funds and effects, shall be immediately forwarded to the SAVAHCS office. Should a deceased Veteran leave no will, heirs, or next of kin, their personal property and funds wherever located vests in and becomes the property of the United States in trust. In these cases the contract facility shall forward an inventory of any such property and funds in its possession to the appropriate VA office and shall hold them (except articles of clothing necessary for proper burial) under safeguard until instructions are received from the SAVAHCS official concerning disposition.

5.31 Provide Transportation:

5.32 The Contractor shall provide Veterans with transportation to and from SAVAHCS, Monday-Friday on day of admission, day of discharge and for daily SUDTP IOP programming. The Contractor shall provide transportation for Veterans in need of and urgent medical evaluation that does not require medical emergency services such as 911 call/paramedic services. The Contractor shall provide transportation, including supervision as needed, to community resources such as but not limited to recreation and/or social events, grocery shopping, AA/NA and SMART Recovery community meetings to support recovery efforts, including evenings and weekends.

5.33 Provide Safety/Security/Fire Inspections:

5.34 Conduct health and welfare inspections of the Veteran’s belongings at admission.

5.35 Conduct at least one formal safety, security, and privacy self-inspection each month documenting observations and corrective actions taken (including work orders submitted). Maintain records for monthly inspections and provide records to VA upon request.

5.36 Conduct daily and random health and welfare inspections of both public areas and resident rooms for any contraband and unsecured medications. Maintain records for daily inspections and provide records to VA upon request. All contraband and unsecured medications found shall be documented, immediately placed in secured storage, and reported to the SUDTP housing coordinator or designated clinical staff. Maintain records and provide records to VA upon request.

5.37 Inspect a minimum of 25 percent of Veteran rooms, closets, lockers, and drawers each week to detect contraband. Maintain and provide records to VA upon request.

5.38 Conduct rounds to ensure the safety and security of Veterans, staff, and visitors. Staff shall conduct daily rounds of all public spaces, such as hallways, dayrooms, group rooms, stairwells, community bathrooms. Maintain and provide records to VA upon request.

5.39 Check beds at approximately 10pm and 6am. Veterans will be expected to follow daily curfew of 8pm. These checks shall coincide with the daily procedures used to verify the physical presence of each Veteran. Additional bed checks or change of daily curfew may be requested by SUDTP housing coordinator or designated person. These checks may take place on any shift, including night time bedroom checks.

5.40 Provide first aid equipment.

5.41 Conduct monthly fire drills and an evening fire drill every quarter.

Provide 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.

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

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

5.44 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.

5.45 The annual inspection by a VA team required by 4.29 Inspection of Facility and Program, 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

5.46 Perform urine toxicology screenings (UTS) randomly or as requested by the VA SUDTP housing coordinator or designated person. These UTS’s should measure the presence of alcohol, methadone, oxycodone, other opiates, cocaine, cannabinoids, benzodiazepines, and amphetamines.

PART 6

APPLICABLE PUBLICATIONS

5.47 (In this section list any publications, manuals, and/or regulations that the Contractor must abide by. See example provided below.)

6.1 The Contractor shall abide by the following regulations, publications, manuals, and local policies and procedures which are made part of this contract and are incorporated herein by reference.

6.2 The Joint Commission (TJC)

6.3 Commission on Accreditation of Rehabilitation Facilities, (CARF) International

6.4 VHA HANDBOOK 1160.04 VHA Programs for Veterans with Substance Use Disorders

6.5 VHA HANDBOOK 1162.02 Mental Health Residential Rehabilitation Treatment Program (MH RRTP)

6.6 Confidentiality of Certain Medical Records" (38 USC 4132)

6.7 Confidentiality of Alcohol and Drug Abuse Patients' Records" (42 CFR, Part 11)

6.8 VA Patient's Bill of Rights and Veterans Healthcare Service Standards as set forth in VHA Directive 2006-041

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

(Under this section list all attachments and technical exhibits that will be useful for the Contractor to submit an appropriate proposal. )

Attachment/Technical Exhibit List:

7.1. Technical Exhibit 1 – Performance Requirements Summary

7.2. Technical Exhibit 2 – Deliverables Schedule

7.3. Technical Exhibit 3 – Estimated Workload Data

TECHNICAL EXHIBIT 1

Performance Requirements Summary The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance…