RFP 36C26224R0071 - Medical Respite Care Tucson.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

36C26224R0071 07-19-2024

Danielle Trudeau (562) 766-2263 08-01-2024

12:00 PDT

36C262 Department of Veterans Affairs Network Contracting Office 22 4811 Airport Plaza Dr.

Suite 600 Long Beach CA 90815

X

624221

$13.5 Million

N/A

X

36C678

Department of Veterans Affairs Southern Arizona VA Healthcare System 3601 S. 6th Ave

Tucson AZ 85723

36C262

Department of Veterans Affairs Network Contracting Office 22 4811 Airport Plaza Drive Suite 600 Long Beach CA 90815

Department of Veterans Affairs Financial Services Center Contractor shall bill in arrears to:

Tungsten Network http://www.tungsten-network.com/us/

See CONTINUATION Page

Medical Respite Care for the Southern Arizona VA Healthcare System (SAVAHCS)

Please see attached Performance Work Statement.

X X

X 1

Danielle Trudeau Contracting Officer

36C26224R0071

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 SCHEDULE OF SERVICES AND PRICING

ITEM INFORMATION

AGGREGATE TOTALS

B.3 PERFORMANCE WORK STATEMENT (PWS)

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.3 52.216-18 ORDERING (AUG 2020)

C.4 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.5 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.6 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.7 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ... 42

C.8 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.9 VAAR 852.237-70 INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE

(OCT 2019)

C.10 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) . 45

C.11 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (FEB 2024)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 IT CONTRACT SECURITY

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.2 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.3 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.4 52.216-1 TYPE OF CONTRACT (APR 1984)

E.5 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.6 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.7 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.8 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (FEB 2024)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Danielle Trudeau, Contracting Officer Department of Veterans Affairs VHA Regional Procurement Office – West Network Contracting Office 22 4811 Airport Plaza Dr, Ste. 600 Long Beach, CA 90815

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X]

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

This is accomplished through the Tungsten Network located at:

http://www.fsc.va.gov/einvoice.asp. This is mandatory and the sole method for submitting invoices.

5. ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

6. UNIQUE ENTITY IDENTIFER (UEI) NUMBER: In accordance with FAR Provision 52.212-1 paragraph (j), please provide the System for Award Management (SAM) UEI Number assigned to your firm in the space provided below:

UEI# ____ ____ ____ ____ ____ ____ ____ ____ ____

B.2 SCHEDULE OF SERVICES AND PRICING

Contractor’s price shall include sufficient facilities to accommodate 3 homeless Veterans who need medical and mental health respite care. The facility shall be staffed 24-hours-a-day, 7-days-a-week and have at a minimum of one administrative staff member or designee on the premises available for emergencies at all times.

This solicitation is for a base plus four (4) one (1) year options contract for the Southern Arizona VA Health Care System (SAVAHCS).

Quantities are estimates ONLY. This is an IDIQ contract. Stated contract minimum(s) are the only guaranteed quantities. The guaranteed minimum on any option period is only guaranteed if the option is exercised. Ordering procedures and order minimum and maximum can be found at C.4 (52.216-19). The Government will not require more than 1095 bed days or less than 365 bed days during the duration of the base period or any exercised option period. Invoices and payments will be based on the minimum or actual quantity, whichever is greater. Task orders will be issued/funded separately from the base contract or any subsequent option years.

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

1,095.00 DY ____________ _____________

HCHV CERS Medical Respite.

Contract Period: Base POP Begin: 09-01-2024 POP End: 08-31-2025

Contract Period: Option 1 POP Begin: 09-01-2025 POP End: 08-31-2026

Contract Period: Option 2 POP Begin: 09-01-2026 POP End: 08-31-2027

Contract Period: Option 3 POP Begin: 09-01-2027 POP End: 08-31-2028

Contract Period: Option 4 POP Begin: 09-01-2028 POP End: 08-31-2029

GRAND

TOTAL

AGGREGATE TOTALS

Description Total Pricing Base Year: 09/01/2024 – 08/31/2025 $ Option Year 1: 09/01/2025 – 08/31/2026 $ Option Year 2: 09/01/2026 – 08/31/2027 $ Option Year 3: 09/01/2027 – 08/31/2028 $ Option Year 4: 09/01/2028 – 08/31/2028 $ Base Year + Four (4) One (1) Year Option Total $

B.3 PERFORMANCE WORK STATEMENT (PWS)

Health Care for Homeless Veterans Program Part 1

General Information

1.0 GENERAL: This is a non-personnel services contract to provide care, treatment, and rehabilitative services, including case management services, and Medical Respite Services for the Health Care for Homeless Veterans Programs (HCHV). 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 services necessary to perform Health Care for Homeless Veterans 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. Note: Under section 38 USC 2031, VA can contract for care, treatment, and rehabilitative services (for eligible veterans) with community-based treatment facilities. VA does not have the authority under 2031 to contract for housing alone; even if VA is also providing care and services to the veterans residing at the contractor’s facility, the contractor must furnish care, treatment, and rehabilitative services.

1.2. Background: Through the HCHV program, VA provides supportive services to Veterans experiencing homelessness and facilitates their access to a broad range of medical, mental health, and rehabilitative services. The purpose of this solicitation is to obtain offers from contracting agencies in surrounding areas within the Tucson and South Tucson City limits that can provide temporary housing and supportive services in a community-based setting to Veterans with special needs who are experiencing homelessness.

This notice is specifically soliciting for quality Medical Respite Care and housing services for the most vulnerable and at-risk homeless Veterans to provide a safe, healthy, and secure setting to promote their rehabilitation goals and discharge to permanent or transitional housing. Services will be provided to VHA healthcare-eligible Veterans who are experiencing homelessness and may be discharging from the VA Medical Center, another medical facility, living on the streets or preparing for planned medical procedures, requiring stabilization prior to and after hospitalization. The contractor will be required to provide a low-barrier therapeutic and rehabilitative milieu and attendant services to address medical rehabilitation, while targeting the underlying factors contributing to homelessness. The contractor will not be required to provide detoxification or other acute level treatment.

1.3. Objectives:

Clinical Assessment to provide determination of strengths, needs abilities and preference of each Veteran.

Initiation of case management to plan and coordinate the homeless

Veteran’s care.

1.4. Scope: HCHV Services address the cause and effects of homelessness in a community- based setting that provides direct services in a safe environment that supports recovery and meets the needs of homeless Veterans. This contract will serve male, female, transgender and non-binary Veterans.

Services include short-term residential treatment and recuperative medical and mental healthcare to Veterans (including those who must register as sex offenders) who need an immediate housing placement as they seek permanent housing and/or additional care and services. HCHV services may be responsible for the direct provision of case management and additional care and services. Additional care and services may include, but are not limited to, personal care, vocational training and skills development, and mental health and/or Substance Use Disorder (SUD) counseling.

1.5. Period of Performance: The period of performance of this contract shall be for one base year of 12 months and four (4) 12-month option periods.

1.6. 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. As a minimum, the contractor shall develop QC procedures addressing the areas identified in the Performance Requirements Summary. Within 30 days after contract award, Contractor shall submit electronic copies (compatible with Microsoft Word or PDF) of a comprehensive written QCP to the Contracting Officer (CO) and COR. Contractor shall submit copies of revisions to the QCP to the CO and COR within five working days when changes are made thereafter. After acceptance of the quality control plan the contractor shall receive the CO’s acceptance in writing of any proposed change to his QC system.

1.7. Quality Assurance: The Government will periodically evaluate the contractor’s performance under this contract. Contractor shall provide the Government unrestricted access to facilities and records required to evaluate Contractor’s performance under this contract.

1.8. Recognized 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 as a result of performing work under this contract. These costs shall not be billed to nor reimbursed by the Government.

New Year’s Day 1 January Martin Luther King Jr.’s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Juneteenth 19 June Independence Day 4 July Labor Day First Monday in September Columbus Day Second Monday in October Veteran’s Day 11 November Thanksgiving Day 4th Thursday in November Christmas Day 25 December

1.9. Hours of Operation: The Contractor shall conduct business at the residential facility 24 hours per day. Admissions will occur at any time as clinically needed from VA Social Work Staff with collaboration from the COR. The Contractor shall at all times 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.

1.10. Place of Performance: The work to be performed under this contract shall be performed at the contractor facility within the Tucson and South Tucson City Limits.

1.11. 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 18, 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.

1.12. Security Requirements: The contractor, its personnel, and its subcontractors 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.

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

1.14. Post Award Conference/Periodic Progress Meetings/Weekly Treatment Group Meetings: The Contractor shall attend any post award conference convened by the contracting activity or contract administration office. The CO, Contracting Officers Representative (COR), Alternate Contracting Officer's Representative (ACOR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the CO 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. Contractor shall attend weekly treatment group meetings with the VA COR. All meetings described herein shall be at no additional cost to the Government.

1.15. Contracting Officer Representative (COR): The COR (and if applicable ACOR) 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: monitor Contractor’s performance of 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, including Government specifications: monitor Contractor's performance and notifies both the CO and Contractor of any deficiencies; coordinate availability of Government furnished property, and provide site entry of Contractor personnel.

The COR is not authorized to change any of the terms and conditions of this contract.

1.16. Key Personnel: The Contractor shall utilize the minimum key personnel named in Section 1.17 to perform the services required under this contract. In the event that 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.

a. 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.

b. 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.

c. The Government shall have the right to require replacement of any Contractor or subcontractor 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 1.17. 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.

1.17. 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 minimum staffing ratios: 1:20. A Licensed Practical Nurse should be on site for a minimum of 20 hours per week.

a. Program Manager – High School Graduation or G.E.D. with a minimum of one year experience providing administrative services in an organization serving clients with social service needs.

b. Clinical Supervisor - licensed in the State of Arizona with one of the following: Licensed Professional Counselor, Licensed Marriage and

Family Therapist, Licensed Independent Substance Abuse Counselor, Licensed Master of Social Worker, or Licensed Clinical Social Worker.

c. Case Manager – associate degree in social services or similar field with a minimum of one year experience working with individuals with chronic medical, mental health, substance abuse problems, and/or homelessness, and be able to assess and anticipate crises.

d. Peer Support Specialist – Completion of Peer Support Specialist training and certification, and a minimum of 1 year of personal recovery from a mental health condition, homelessness and/or addiction.

e. Licensed Practical Nurse (LPN)– Licensed with the Arizona State Board of Nursing.

PART 2

DEFINITIONS & ACRONYMS

2.0 DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. ADMINISTRATIVE DISCHARGE. When the Veteran has been

transferred to an alternate level of care with concurrence from the COR for medical, mental health, or substance abuse treatment to better meet the Veteran’s clinical needs.

2.1.2. BI-WEEKLY MEETINGS. Taking place every two weeks.

2.1.3. CONTRACTED EMERGENCY RESIDENTIAL SERVICES (CERS).

Target and prioritize homeless Veterans transitioning from literal street homelessness, Veterans being discharged from institutions, including those in need of medical respite, and Veterans who recently became homeless and require safe and stable living arrangements while they seek permanent housing. CERS Programs, either directly or through linkage with community and other VA services, provide time- limited services such as supporting mental health stabilization, SUD treatment services, and enhancement of independent living skills, vocational training, and employment services. Emphasis is placed on referral and placement in permanent housing or longer-term residential programs utilizing VA and/or community resources. Lengths of stay in CERS typically range from 30 to 90 days with the option to extend based on clinical need. NOTE: CERS programs represent a consolidation of existing HCHV contract residential programs, previously designated as either residential treatment (RT) or emergency housing (EH). Since varying levels of supportive services have been present in both, as noted above, this consolidation reflects the range and flexibility of these services as currently constituted.

2.1.4. 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 contractor.

2.1.5. CONTRACTING OFFICER (CO). 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.

2.1.6. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to assist with administering 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.

2.1.7. COMMUNITY INTEGRATION. Community integration (CI) refers to a person’s belonging and full participation in society. CI traditionally has been defined by three main areas: employment or other productive activity, independent living, and social activity.

2.1.8. CHRONICALLY HOMELESS. The HCHV program follows the Federal definition of the term “chronically homeless” from section 401 of the McKinney- Vento Homeless Assistance Act, 42 U.S.C. 11360

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

2.1.10. DELIVERABLES SCHEDULE. A schedule of deliverables associated with the PWS.

2.1.11. HEALTH CARE FOR HOMELESS VETERANS PROGRAM. The Health Care for Homeless Veterans (HCHV) program is an essential and critical part of VHA, providing a gateway to VA and community-based supportive services for eligible Veterans who are homeless. HCHV programs provide outreach services; care, treatment, and rehabilitative services, including case management services; and therapeutic transitional housing assistance under 38 U.S.C. 2032 in conjunction with Work Therapy under 38 U.S.C. 1718. The program uses Contracted Residential Services (see paragraph 5.d.) in community locations to engage homeless Veterans who have been underserved. Many of these Veterans would benefit from mental health and Substance Use Disorder (SUD) treatment but will not avail themselves of these services without the encouragement of outreach workers.

2.1.12. HOMELESS. The HCHV Program follows the definition of “homeless” in

38 U.S.C. 2002(1) and section 103(a) of the McKinney-Vento Homeless Assistance Act, 42 U.S.C. 11302 (a). NOTE: the term “homeless” or “homeless individual” does not include any individual imprisoned or otherwise detained pursuant to an Act of Congress or state law.

2.1.13. HOMELESS OPERATIONS MANAGEMENT AND EVALUATION

SYSTEM. The Homeless Operations Management and Evaluations System (HOMES) is an online data collection system that tracks homeless Veterans as they move through VA’s Homeless Programs.

The system streamlines data collection processes and facilitates communication between VA homeless program staff and leadership on the local, regional, and national levels. By providing a centralized data collection system, HOMES enables VA to efficiently and effectively collect and manage access homeless Veteran data. Historically, when a Veteran entered a new VA homeless program or episode of care, homeless program staff would re-enter Veteran data into a program-specific system resulting in duplicated data across separate homeless program systems. Further, these systems did not share information about the Veteran and the care received. The HOMES system allows for single entry of Veteran data and satisfies program operations, management, and evaluation requirements. Any entry into the system is available to all homeless staff across all Veteran Integrated Service

Networks (VISN). HOMES is designed so that critical data elements are compatible with HUD’s Homeless Management Information System (HMIS), allowing VA and HUD to meet the goals of integrating community and VA data into a single Registry.

2.1.14. HOMELESS MANAGEMENT INFORMATION SYSTEM. The Homeless

Management Information System (HMIS) is a computerized data collection tool specifically designed to capture client level information over time on the characteristics and service needs of men, women, and children experiencing homelessness and the services provided to them.

HMIS implementations can encompass geographic areas ranging from a single county to an entire state and are administered locally within the community (Continuum of Care) by one lead agency that is responsible for standards and privacy compliance, as well as HUD reporting and other funder required aggregate reporting.

2.1.15. 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.

2.1.16. LOW DEMAND SAFE HAVENS (LDSH) are 24-hour staffed

transitional residences with private or semi-private accommodations, that target the population of hard-to-reach, chronically homeless Veterans with mental illness and/or substance use problems who require a low-demand environment. The low-demand or non- intrusive environment is designed to re-establish trust and motivate the homeless Veteran to seek needed treatment services and transitional and permanent housing options. Lengths of stay in LDSH programs are typically 6 months with the option to extend based on clinical need.

2.1.17. MEDICAL RESPITE. Medical respite refers to acute and post-acute medical care provided for homeless persons who are too ill or frail to recover from a physical illness or injury independently, but who are not ill enough to be in a hospital. Unlike “respite” for caregivers, “medical respite” is short-term residential care that allows homeless individuals the opportunity to rest in a safe environment while accessing medical care and other supportive services. Medical respite care can be offered in a variety of settings including freestanding facilities, homeless shelters, nursing homes, and transitional housing. The care can be provided through any one of a number of different models, including a visiting care team (e.g., visiting nurses, rotating teams), an in-house clinical team, and/or in direct consultation with an established care team at a medical facility in such a way that therapeutic care can be provided and a treatment plan can be carried out at the respite facility.

2.1.18. NEGATIVE DISCHARGE. a.) the Veteran left the program by his/her own decision, without consulting staff; b.) the Veteran was asked to leave because of violation of program rules or failure to comply with program requirements (not including those who were asked to leave due to threatened/actual violence to self or others). This measure is set by VHA Homeless Program and can change yearly. The FY19 target for this measure is 23%.

2.1.19. 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.

2.1.20. PHYSICAL SECURITY. Actions that prevent the loss or damage of

Government property.

2.1.21. POSITIVE DISCHARGE. The Veteran has been successfully placed as anticipated in permanent housing (housing owned or rented by Veteran, with or without subsidy, and those who move in with friends or family on a permanent basis). This measure is set by VHA Homeless Program and can change yearly. The FY19 target for this measure is 53%.

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

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

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

2.1.25. RECOVERY MODEL. The recovery model is centered on the belief that it is possible for homeless Veterans with mental health conditions to re-establish normal roles in the community. The recovery model fully supports community integration and improved quality of life for Veterans who have been diagnosed with a serious mental health condition that impairs their ability to lead meaningful lives. Within this model, psychiatric rehabilitation services are collaborative and encourage the Veteran’s self-determination.

2.1.26. Steps For Vets (SFV): The Steps for Vets Program provides supportive services for Veterans who are homeless and are being treated at the VA with serious mental illnesses (SMI). Lengths of stay in Steps for Vets programs are typically 6 months with the option to extend based on clinical need.

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

2.1.28. SUPPORTIVE HOUSING. Supportive Housing is a combination of housing and services intended as a cost-effective way to help people live more stable, productive lives. Supportive housing is widely believed to work well for those who face the most complex challenges—individuals and families confronted with homelessness and who also have very low incomes and/or serious, persistent health issues. Supportive housing can be coupled with social services such as job training, life skills training, alcohol and drug abuse programs, community support services, and case management. Supportive housing is intended to be an efficient, pragmatic solution that improves quality of life and, to the extent feasible, reduces the overall cost of care.

2.1.29. SUPPORTIVE SERVICES. Supportive Services encompass a range of services that assist an individual in the transition from the streets or shelters into permanent or permanent supportive housing and that assist persons with living successfully in housing. Examples of supportive services include, but are not limited to: assistance in securing permanent housing; vocational assistance, including mentoring and coaching as well as job placement; income assistance and financial planning; relapse prevention; and social and recreational activities.

2.1.30. TREATMENT TEAM. Treatment team includes: VA HCHV Social

Worker, VA HCHV Program Manager, Contractor Clinical Supervisor, and Contractor Case Manager.

2.1.31. UNACCEPTABLE DISCHARGE. When: a.) the Veteran is discharged to a homeless shelter or drop in setting after a length of stay greater than seven (7) days from the date of admission unless there is concurrence from the COR that there is no other alternative due to circumstances beyond the Contractor’s control;

b.) the Veteran is discharged to the streets at any point in time after the date of admission under any circumstances.

2.1.32. VETERAN. A Veteran, for the purpose of HCHV programs, is a person who served in the active military, naval, or air service, and who was discharged or released under conditions other than dishonorable and is enrolled or eligible for VA health care under 38 CFR 17.36 or 17.37. An eligible veteran must meet the criteria specified in 38 CFR 63.3 to qualify for benefits under the HCHV program.

2.1.33. WORKDAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.34. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

ACOR Alternate Contracting Officer's Representative CARF Commission on Accreditation of Rehabilitation Facilities CBT Cognitive Behavioral Therapy CFR Code of Federal Regulations CERS Contracted Emergency Residential Services CO Contracting Officer CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTS Commercial-Off-the-Shelf FAR Federal Acquisition Regulation HCHV Health Care for Homeless Veterans Programs HCMI Homeless Chronically Mentally Ill Program

HIPAA Health Insurance Portability and Accountability Act of 1996 HUD-VASH Department of Housing and Urban Development-VA Supportive

Housing LDSH Low Demand Safe Havens OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs OEF Operation Enduring Freedom OIF Operation Iraqi Freedom OND Operation New Dawn POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program ROI Release of Information SAVAHCS Southern Arizona VA Health Care System SUD Substance Use Disorder TE Technical Exhibit VHA Veterans Health Administration LPN Licensed Practical Nurse OT Occupational Therapy RN Registered Nurse PT Physical Therapy ADL Activities of Daily Living IADL Instrumental Activities of Daily Living

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.0 GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 Veterans will be screened for entry to HCHV Contracted Residential Services

Medical Respite to determine medical and psychiatric stability and their suitability for entry to the program by VA Staff.

3.2 Services: The Government will provide a VA Case Manager who will be delegated as the primary COR to ensure psychosocial needs are met and to facilitate assistance with an appropriate Contracted housing placement. The COR will meet with Contractor weekly or bi-weekly for treatment group meetings to review Veteran treatment plans.

a. The VA will obtain an initial Release of Information (ROI) from each

Veteran for any information requested by outside parties during the Veteran’s participation in the program.

b. Appropriate VA services must be coordinated by the VA HCHV program staff, as indicated, for aftercare or re-engagement regardless of exit circumstances.

3.3 Materials: The Government will provide Contractor with training with the HOMEs program requirements (estimate of four hours), VA Assessment and Treatment forms and documentation training (estimate of one hour), space for weekly treatment team meetings, initial assessment, initial and recurrent treatment plan, and ongoing consultation regarding evidence-based therapies approved by the VA.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4.0 CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2 Provide Treatment Services and Documentation of Services. Contractor shall provide the Medical Respite Services described in the Performance Work Statement as outlined below.

4.3 Residential Care Facilities: The Contractor shall have site control of the residential care facility through ownership or valid lease. VA will conduct an inspection that Contractor sites must pass prior to contract award and annually 60 days prior to an option period being exercised. VA reserves the right to inspect any facility and associated services at any time under the terms of this contract.

a. Contractor shall 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. Contractor shall provide copies of valid licenses to the VA at the time of pre-inspection and during annual inspection reviews. Where applicable, the facility must have a current occupancy permit issued by the authority having jurisdiction.

b. Contractor shall meet all the standards referenced in the Health Care for Homeless Veteran (HCHV) Contracted Provider Inspection Form.

c. Contractor shall provide space for Veteran to engage in any home health, physical therapy, speech, and occupational therapy services.

d. Contractor shall ensure its facilities meet the following standards:

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

ii. 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 supervision, care and feeding of animal.

e. Contractors shall provide the following to each Veteran referred and admitted to the Contract Residential Care facility:

i. Sleeping accommodations that are safe and accessible to Homeless 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 private or semi-private room that affords the Veteran safety, privacy and security.

Appropriate linens/bedding for the bed including a pillow.

ii. A nightstand for personal effects.

iii. Closet space sufficient to hang clothing.

iv. A Chest of Drawers with sufficient drawer space to hold Veteran clothing/personal effects.

v. A safe and securely locked place for each Veteran to store his/her belongings that is readily accessible to the Veteran (such as a locking closet, a locking armoire, a locker, etc.). This securely locked space must be of sufficient size to contain a 17” laptop and/or other valuables/ medications. The locked space must also be permanently mounted in the facility so as not be easily removed from the facility.

vi. Laundry facilities (including detergent and dryer sheets/fabric softener) for Veterans to do their own laundry or laundry services provided as part of the Veteran’s stay in the residential care program (at no cost to the Veteran).

f. Contractor shall 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 through video surveillance or frequent security staff observation (1-2 hour checks for staff observation). No video surveillance in private areas such as bathrooms or sleeping areas.

g. Sanitary procedures shall be established by the Contractor. Veterans are to be taught such procedures and encouraged to follow them. Many Homeless Veterans need to be taught how to successfully keep their own residence clean after successful transition to stable housing.

Contractor shall encourage Veterans to engage in the cleaning and upkeep of the facility. Such encouragement should be limited to Veteran’s clinical abilities. The Contractors staff is responsible for ensuring a clean and sanitary living environment. The VA COR may perform random checks to ensure cleanliness.

h. Contractors shall provide a safe environment for all Veterans. 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 facility. This communication must be documented in the Veteran’s record by the Contractor. The following situations are to be enforced and addressed with the Veteran:

i. Suspected or known drug or alcohol use or relapse by one or more Veterans;

ii. On-site contraband, weapons (including props or souvenirs that appear to be weapons), drugs, alcohol, or related paraphernalia;

iii. On-site drug or alcohol testing methods (i.e., urine drug screens, breathalyzers, etc.) and frequency;

iv. Safe prescription medication storage and handling, including specific provisions for prescribed controlled substances;

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

vi. 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 when clinically warranted; staff observation and recording of taking of controlled substances and other medications by Veterans when clinically warranted;

vii. Room inspections and daily bed checks of Veterans residing in the program, including methods and frequency. Daily tracking and documentation of Veteran’s presence in the program at least once daily. If a Veteran has not been confirmed present in any one 24 hour period, the Contractor shall notify the COR immediately;

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

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

x. 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.

i. The HCHV CRS contract provider is responsible for providing a sanitary food preparation area, supply food sufficient for at least three nutritious meals 7 days a week, and snacks of nourishing quality (e.g., fruits, vegetables, protein sources), between meals and bedtime. This is to include alternative meals or food supplies for Veterans with dietary restrictions if medically indicated (e.g., diabetic, renal, and soft mechanical diets) and reasonable accommodation for Veterans with cultural/religious preferences around food (e.g., Kosher, Sikh).

Contractors shall ensure that all food, whether purchased by Veterans or provided by Contractor, is stored, handled and served in a safe and sanitary manner that meets accepted industry standards and guidelines.

The VA has particular concern for chronically homeless Veterans, many of whom are either undernourished or have developed poor eating habits or both, because of extended homelessness, chronic medical, mental health or substance abuse disorders. The Contractor shall ensure such Veterans are getting adequate nutrition.

i. Contractor shall maintain a printed menu or list of food items provided weekly. Contractor shall provide a VA dietitian or the COR access to these menus at any time.

1. The Contractor shall develop a process to elicit Veteran feedback for the snacks and meals provided by the Contractor. The process will include information collection methods and frequency, and a process for utilizing the information for continual performance improvement purposes.

2. The VA dietitian or the COR may assess Veterans’ feedback with Contractor provided meals and snacks to determine the Contractor’s success in meeting the requirement to provide satisfying and nutritious meals during annual facility inspection or at any point during the contract period.

4.4 Contractor shall document all clinical information in accordance with CARF Standards as outlined in 5.2 Treatment Services and Documentation of Services.

4.5 Veterans will be screened and referred to the contractor by the HCHV Clinic and HPACT Team. Excepting lack of available beds, the contractor will be expected to provide admission to the residential care facility, 24 hours per day, 7 days per week, and associated treatment services to these Veterans. The date of admission must be approved by the COR for billing purposes. Engagement of homeless Veterans in the provision of case management, housing placement planning, and psychosocial treatment services is a key element of the program.

Therefore, management of program dropout will be an element of the quality assurance review of this program.

4.6 Veterans in the HCHV program will ideally be placed in other transitional or permanent housing suitable for the Veteran within 60 to 90 days from the date of admission, but not more than 180 days from the date of admission. Contractors may not bill a fixed daily charge for Veterans whose length of stay exceeds 180 days from the date of admission without prior written approval from the COR.

The COR will not approve fixed daily charges for lengths of stay exceeding 180 days from the date of admission unless:

a. There are extenuating clinical circumstances beyond the contractor’s control that are barriers to the Veteran’s placement in housing; and/or

b. There is documented evidence that the contractor has exhausted every effort to place the Veteran in housing sooner; and

c. The COR has been appropriately advised of these efforts well in advance of the 180-day limit; and

d. The COR concurs that the Veteran will continue to derive therapeutic benefits from a continued stay at the HCHV Contracted Residential Care facility.

4.7. In the event that a Veteran’s length of stay exceeds 180 days from the date of admission and there is not approval from the COR for continued treatment, the contractor will retain the responsibility for finding suitable transitional or permanent housing in the community at its own expense and the veteran will be discharge from the VA program.

4.8. Veterans may be discharged from HCHV Contract Residential Care programs for positive, negative or administrative reasons. The date of discharge must be approved by the COR for billing purposes. The Contractor shall provide discharge planning and referrals for each Veteran, regardless of character of discharge from the facility, to appropriate community resources and services based upon a team assessment of health, social and vocational needs and the involvement of Veterans’ families as appropriate.

Discharges will be accomplished in collaboration with the COR to ensure appropriate resources are offered to Veteran. Veterans who engage in an episode of violence or threaten violence against staff or other Veterans must be discharged immediately to maintain the safety of the facility.

Discharges will be characterized as follows:

a. Positive Discharge – the Veteran has been successfully placed as anticipated in permanent housing (housing owned or rented by Veteran, with or without subsidy, and those who move in with friends or family on a permanent basis). The performance goal for FY19 is 53% or greater of all Veterans admitted to the program will be Positive Discharge. Please note: This measure is set by VHA Homeless Program and can change yearly.

b. Administrative Discharge – the Veteran has been transferred to an alternate level of care with concurrence from the COR for medical, mental health, or substance abuse treatment to better meet the Veteran’s clinical needs.

c. Negative Discharge – a.) the Veteran left the program…