RFP 36C26225R0114 - VALBHS Transitional Housing Solicitation.pdf

PAGE 1 OF 92 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

36C26225R0114 11-19-2025

Rafael Cervantes, Contract Specialist 562-721-9577 12-31-2025

11:00 AM PST

36C262

Department of Veterans Affairs

Network Contracting Office 22

4811 Airport Plaza Drive

Suite 600

Long Beach CA 90815

X

623220

$19 Million

NET 30

N/A

X

36C262

Department of Veterans Affairs

VA Long Beach Healthcare System

5901 E 7th St

Long Beach CA 90822

Department of Veterans Affairs

Network Contracting Office 22

4811 Airport Plaza Drive

Financial Services Center

Submit invoices electronically to:

http://www.tungsten-network.com

877-489-6135

See CONTINUATION Page

This new requirement is for HCHV Transitional Housing and

Supportive services for VA Long Beach Healthcare System

(VALBHS).

Direct all questions via email to Rafael Cervantes, Contract

Specialist, no later than 12/05/2025, 11:00AM PST.

Offerors proposals shall be submitted via email, clearly marked with RFP 36C26225R0114, no later than 12/31/2025 at 11:00AM PST.

See CONTINUATION Page

X X

X 1

Tashodra Rogers, Contracting Officer

36C26225R0114

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 SERVICE AND PRICE

B.3 STATEMENT OF WORK

SECTION C - CONTRACT CLAUSES

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

AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.216-18 ORDERING (AUG 2020)

C.3 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.4 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.5 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.6 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR

1984)

C.7 VAAR 852.211-76 LIQUIDATED DAMAGES – REIMBURSEMENT FOR DATA

BREACH COSTS (FEB 2023) ALTERNATE I (FEB 2023)

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

2018)

C.9 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) ... 47

C.10 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

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

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (JAN 2025) (DEVIATION FEB 2025)

C.12 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING--

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (NOV 2022)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 PRICE WORKSHEET (ATTACHED)

D.2 REFRENCE CONTRACT WORKSHEET (ATTACHED)

D.3 WAGE DETERMINATION (ATTACHED)

D.4 CONTRACTOR CERTIFICATION - IMMIGRATION AND NATIONALITY ACT OF

1952 (ATTACHED)

D.5 VHA DIRECTIVE 1162.04

D.6 CATCHMENT MAP

SECTION E - SOLICITATION PROVISIONS

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

COMMERCIAL SERVICES (SEP 2023)

E.2 ADDENDUM TO FAR 52.212-1 - NOTIFICATION TO OFFERORS & PROPOSAL

SUBMISSION INSTRUCTIONS

E.3 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.4 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.5 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT

ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023)

E.6 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.7 52.216-1 TYPE OF CONTRACT (APR 1984)

E.8 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.9 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.10 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

(FEB 1998)

E.11 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024) (DEVIATION

FEB 2025)

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: Rafael Cervantes, Contract Specialist

Network Contracting Office 22

4811 Airport Plaza Drive

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] Monthly in Arrears

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.

• Tungsten e-Invoice Setup Information: 1-877-489-6135

• Tungsten e-Invoicing email: VA.Registration@Tungsten-Network.com

• Website: www.tungsten-network.com

• FSC e-invoice Contact Information: 1-877-353-9791

• FSC e-Invoice email: vafsccshd@va.gov mailto:VA.Registration@Tungsten-Network.com http://www.tungsten-network.com/ mailto:vafsccshd@va.gov

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

AMENDMENT NO DATE

6. UNIQUE ENTITY ID NUMBER:

Contractors shall provide the Unique Entity ID Number assigned to their company/firm in the space provided below:

Unique Entity ID Number: _______________________________________

B.2 SCHEDULE OF SERVICE AND PRICE

This is an indefinite delivery, indefinite quantity, (IDIQ) contract with fixed-priced line items.

Prices in this schedule represent an all-inclusive rate including labor, incidental costs, overhead, and insurance premium payments for applicable insurance coverage. Costs not incorporated into the contractor’s price will not be reimbursed by the Government.

The guaranteed minimum amount for this contract is $1,000.00. The maximum aggregate value of the orders that can be placed under the contract is $4,600,000.00. The Government does not guarantee that it will place any orders under this contract in excess of the guaranteed minimum amount.

The period of performance for this IDIQ contract is March 1, 2026 through February 28, 2031.

Item information for each contract year is included below.

*The previous contract year pricing will apply to any extension pursuant to FAR 52.217-8.

Contract Year 1: 03/01/2026 to 02/28/2027

ITEM

NUMBER

DESCRIPTION OF

SERVICES

ESTIMATED

QUANTITY

UNIT

UNIT PRICE

PER DAY

10-Bed VALBHS - HCHV Transitional Housing and Supportive Services

10 Beds

Total:

Contract Year 2: 03/01/2027 to 02/29/2028

ITEM

NUMBER

DESCRIPTION OF

SERVICES

ESTIMATED

QUANTITY

UNIT

UNIT PRICE

PER DAY

10-Bed VALBHS - HCHV Transitional Housing and

Contract Year 3: 03/01/2028 to 02/28/2029

ITEM

NUMBER

DESCRIPTION OF

SERVICES

ESTIMATED

QUANTITY

UNIT

UNIT PRICE

PER DAY

10-Bed VALBHS - HCHV Transitional Housing and

Contract Year 4: 03/01/2029 to 02/28/2030

ITEM

NUMBER

DESCRIPTION OF

SERVICES

ESTIMATED

QUANTITY

UNIT

UNIT PRICE

PER DAY

10-Bed VALBHS - HCHV Transitional Housing and

Contract Year 5: 03/01/2030 to 02/28/2031

ITEM

NUMBER

DESCRIPTION OF

SERVICES

ESTIMATED

QUANTITY

UNIT

UNIT PRICE

PER DAY

10-Bed VALBHS - HCHV Transitional Housing and

CONTRACT YEAR ONE (1) TOTAL $

CONTRACT YEAR TWO (2) TOTAL $

CONTRACT YEAR THREE (3) TOTAL $

CONTRACT YEAR FOUR (4) TOTAL $

CONTRACT YEAR FIVE (5) TOTAL $

TOTAL FOR ALL YEARS $

B.3 STATEMENT OF WORK

1. SCOPE

1.1. The Department of Veteran Affairs, VA Long Beach Healthcare System hereafter referred to as VALBHS, is located at 5901 E. 7th Street, Long Beach, CA, 90822 requires a Contractor to provide contracted HCHV transitional housing and supportive services to homeless veteran through a Contracted Emergency Transitional Services

(CERS) model of transitional care at a facility located within the city of Long Beach, CA or located within twenty (20) miles in Orange County (OC), CA lines, in any geographical direction from the VALBHS, 5901 East 7th Street Long Beach CA 90802.

These services are to be provided to homeless Veterans as defined in the Statement of

Work (SOW).

1.1.1. Contracted Emergency Transitional Services programs target and prioritize homeless Veterans transitioning from street homelessness, Veterans being discharged from institutions, 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, enhancement of independent living skills, vocational training, and employment services. Emphasis is placed on referral and placement in permanent housing or longer-term transitional programs utilizing VA and/or community resources. The lengths of stay in CERS typically do not exceed

90 days but do have the option to extend up to 180 days based on clinical need.

1.1.2. Eligibility will be determined by the VA, based on veteran status, meeting the

McKinney-Vento Homeless Assistance Act definition of homelessness and an assessment by the VA HCHV program resulting in a determination of making the

Veteran highly vulnerable and requiring CERS services.

2. PERIOD OF PERFORMANCE:

The period of performance (POP) for this IDIQ contract is a five (5) year POP. Task orders shall be issued against this IDIQ contract for HCHV Transitional Housing and Supportive services. All delivery orders or task orders are subject to the terms and conditions of this contract.

3. DEFINITIONS AND ABBRIVIATIONS: The following terms, when used in the contract shall be construed and/or interpreted as follows, unless the context expressly requires a different construction and/or interpretation. In the event of a conflict in language between the definitions and the other sections of this contract, the language in specifications shall govern.

3.1. Service location: Any location at which a patient obtains service covered by the contractor pursuant to this contract.

3.2. Subcontract: A contract entered by the contractor with any other organization or person who agrees to perform any function or service for the contractor specifically related to securing or fulfilling the contractor’s obligations to VA under the term of this contract.

3.3. Contracting Officer: Government employees assigned the responsibility of executing, administrating and providing directions on a contract.

3.4. Contracting Officer Technical Representative (COR) – Government employee to whom the contracting officer delegates limited authority for certain contractual-related decisions.

3.5. Delegation of Authority - as outlined in Veterans Acquisition Regulations (VAAR)

801.603-70. In carrying out the responsibilities outlined in the Federal Acquisition

Regulations (FAR) the contracting officer may designate another Government contracting officer, or other government employee to furnish technical guidance and advice or generally supervise work under a government contract.

3.6. ADTP - Addictive Disorder Treatment Program

3.7. ASI - Addictions Severity Index

3.8. ASAM - American Society of Addiction Medicine

3.9. CARF - Commission on Accreditation of Rehabilitation Facilities

3.10. JC – Joint Commission on Accreditation of Healthcare Organizations

3.11. QA – VA Quality Assessment, which periodically checks the contractor’s QC program effectiveness in ensuring performance standard are maintained and evaluates performance.

3.12. QC – The contractor’s quality control program, which is in place to ensure the quality of contract performance and correct any discrepancies which occur, within need for VA intervention.

4. FACILITY REQUIREMENTS

4.1. Work will be performed at the Contractor’s facility within the geographic limitations outlined above. Government furnished workspace will not be provided for this effort.

Government furnished property will not be provided to the Contractor. All equipment required by the Contractor will be provided at their expense.

4.2. The contractor shall demonstrate site control, through ownership or lease at time of the contract award. All permits, licenses and documentation required to confirm site control will be reviewed.

4.3. The Contractor’s facility must be appropriately licensed as required for its specific setting under State or Federal authority and must comply with all applicable local, state, and Federal licensing, health, and occupancy regulations.

4.3.1. Copies of valid licenses must be submitted to the VA during the pre‐inspection process and annually for inspection reviews. Where applicable, the facility must also maintain a current occupancy permit issued by the relevant authority.

4.4. The Contractor is required to ensure that the facility used for this contract meets fire and safety code imposed by the State law, and the Life Safety Code of the National Fire and

Protection Association.

4.5. The contractors’ facilities are required to have an operational sprinkler system. The sprinkler systems will be reviewed during the initial facility inspection conducted by VA personnel.

4.6. The contractors’ facilities must pass an inspection, to be conducted by the VA, prior to the contract award.

4.7. The contractor shall correct all deficiencies identified during the VA’s facility inspection.

All corrective actions must be fully resolved within 90 days of the pre-award inspection.

4.8. The contractors’ facilities are required to meet Americans with Disabilities Act (ADA) guidelines for accessible accommodations for Veterans with physical limitations or impairments.

4.8.1. This is also referred to as “Architectural Barriers Act compliant.” At least 5% –

7% of a facility’s HCHV Contract Transitional Care beds must meet ADA accessibility requirements, to include entrances/exits, bathroom facilities, and common areas.

4.8.2. There must be 1 ADA compliant bed for 1-21 beds and 2 ADA beds for 21-40 beds at a minimum. Veterans must not be segregated from the rest of the facility due to disability.

4.8.2.1. If a contractor determines that complying with ADA requirements would be prohibitive due to significant renovations or modernization at their facility, an interagency agreement with another emergency housing provider that meets the ADA requirements may be used, provided the second emergency housing provider is able to meet the same requirements as required by the contract.

4.8.2.2. Contractors utilizing an interagency agreement must also have written policies and procedures that clearly describe how comparable on-site services will be provided by the contractor to Veterans residing in an interagency agreement facility. The contractor retains full responsibility for meeting the terms of the contract for facilities and on-site services when utilizing an interagency agreement to meet ADA requirements.

4.8.3. Facilities providing Contracted Emergency Transitional Services housing and supportive services for female Veterans under this contract are required to ensure the safety and privacy of these Veterans. Men and women must have separate bathroom facilities. The facility must have female transitional rooms or sections that are securely segregated or restricted from men to ensure safety and privacy. If the facility cannot accommodate both male and female Veterans at one location, the provider must make available equivalent facilities and services for the opposite gender that meet the terms of the contract for facilities and services.

4.8.4. All veterans must have full access to the services and support at the facility.

Table 1: Tasks and Task Timelines

Task Timeline

Demonstrate site control At the time of proposal submission.

Complete a post-award inspection of the facility and on-site services conducted by VA clinical staff and safety specialist. Items requiring corrective action will be communicated to the contractor in writing within 1 week after the inspection.

Within 90 days of the award.

Complete the abatement of all corrective action items and pass VA inspection.

Within 90 days after the post award inspection

Identify all staff required per the Statement of

Work and have in place and available to provide the full range of case management and onsite services to Veterans.

Within 120 days after the contract award.

5. IMPLEMENTATION: Implementation Timeline: The contract facility and associated onsite services are expected to pass inspection and become fully operational within 90 days from the date of the contract award. Failure to meet the 90-day milestone may result in the contract being terminated. The Contractor will demonstrate successful completion of the following tasks, validated by VA inspection, prior to receiving Veteran referrals and invoicing for payment.

5.1. The Contractor shall not commence performance on the tasks in the awarded SOW until the Contracting Officer or representative has conducted an initial meeting or has advised the Contractor that an initial meeting is waived. Additionally, if Government chooses to exercise option years of contract, follow-up meetings will take place annually, at a minimum.

5.2. VA will conduct an inspection that contractor sites must pass prior to contractors being able to submit a request for per diem payment to ensure this requirement is met.

5.3. A pre-award inspection of the facility and on-site services will be conducted by the VA contract inspection team. This team is made up of HCHV clinical staff, VA fire and safety officials, nursing, dietetics, and other staff as deemed necessary for facility inspection. Pre-award inspection will be completed within 90 days of quote submission.

Any items requiring corrective action will be communicated to the Contractor in writing within one (1) week of inspection.

5.4. A VA Liaison to the Contractor will be identified by the homeless program leadership at

VA and appointed by the VALBHS facility Director, or designee. This individual will act as the coordinator of CERS program for administrative related issues and clinical liaison for all client related issues between the Contractor and VA by providing clinical oversight. The VA Liaison shall not provide direct clinical supervision to Contractor staff. The VA Liaison will also consult with and provide input to the Contractor as needed.

5.4.1. The HCHV CRS Liaison provides administrative and care services oversight of the HCHV contract funded programs as defined in the HCHV rules, regulations, and directives such as, the HCHV-CRS Program VHA Directive 1162.04.

6. GUIDELINES FOR SERVICES:

6.1. The Contractor must provide a safe environment for all Veterans consistent with the

CERS model of housing and services. The Contractor will offer safe and stable time-limited living environment along with supportive services necessary to complete an individualize treatment plan to obtain permanent housing. Veterans cannot be denied entry to CERS based solely upon the length of current abstinence from alcohol or non-prescribed controlled substances, the number of previous treatment episodes, the time interval since the last program entry, the use of prescribed controlled substances, or legal history. The screening process must consider each of these special circumstances and determine whether the program can meet the individual Veteran's needs while maintaining the program's safety, security, and integrity.

6.2. The Contractor must communicate policies and procedures to Veterans both verbally and in writing in a manner that is understandable to each Veteran upon admission to the facility, in the form of a written Veteran handbook that is verbally reviewed by the assigned case manager with the Veteran. All updates to any policies and procedures must be reviewed with Veterans within 7 days of revision. This communication must be documented in the Veteran’s client record.

6.3. The Contractor must have emergency, and disaster plans with written protocols that are posted to guide staff response to crises including, but not limited to, manmade and natural disasters, episodes of infectious diseases, physical injury, program participants suicide or suicide attempts, overdoses, and domestic or other violence. All contractors’ staff are trained on emergency procedures and protocols.

7. SERVICES TO BE PROVIDED: The intent of this contract is for the Veterans Affairs Long

Beach (VALBHS) to secure homeless Veterans transitional housing and community-based

Contracted Emergency Residential Services (CERS).

7.1. The Health Care for Homeless Veterans (HCHV) CRS program includes two models:

7.1.1. Contract Emergency Residential Services (CERS):

7.1.1.1.1. CERS provides short-term housing (up to 90 days, with extensions as needed) for homeless Veterans seeking permanent housing. It prioritizes those transitioning from street homelessness, institutional discharge, or recent homelessness. Services include mental health stabilization, substance use disorder (SUD) treatment, independent living skill development, and vocational support, with a focus on transitioning to permanent housing or long-term programs.

7.1.2. Low Demand Safe Havens (LDSH):

7.1.2.1.1. LDSH offers 24-hour staffed transitional housing (4-6 months, extendable) for chronically homeless Veterans with mental illness and

SUD who may not benefit from traditional treatment programs. These low-demand environments foster trust and encourage Veterans to engage in treatment and housing services.

7.2. The contractor will be responsible for providing 10 Bed Days of Care for homeless

Veterans under the HCHV CERS program.

7.3. The Contractor shall provide all labor, supervision, housing, material and supplies necessary to provide emergency transitional placement, treatment, and supportive services through the HCHV program CERS Model.

7.3.1. Services will be provided on-site at the Contractor’s facility, in accordance with all the terms’ conditions, provisions and requirements of the contract.

7.3.2. Staff required to perform the services required by SOW must be identified within

90 days of contract award.

7.3.3. SERVICES

7.3.3.1. ROOM AND BOARD: Room and Board shall be accessible to the Veteran seven (7) days a week and 24 hours per day. Accommodations will include a bed and other furnishings such as a dresser, storage, and personal linens

(towels and bed sheets). The bed must be designated for use exclusively by the individual Veteran from the time of admission to the time of discharge.

The bed must be situated in a room that affords the Veteran safety, privacy, and security. Each Veteran must have a safe and secure place to store their belongings that is readily accessible to the Veteran (such as a locking closet, a locking armoire, a locker, etc.)

7.3.3.2. NUTRITION: Meals to include at least three (3) nutritionally adequate meals a day, 7 days a week, and the availability of nutritious snacks between meals and bedtime for those requiring or desiring additional food, when it is not medically contraindicated. 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).

A VA dietitian may assess printed menus as well as Veterans’ satisfaction with meals and the actual consumption of food offered in determining the

Contractor’s success in meeting this requirement during annual facility inspection or at any point during the contract period.

7.3.3.2.1. All food must be stored, handled and served in a safe and sanitary manner that meets accepted industry standards and guidelines. In general, the accepted industries for food handling/safety standards and guidelines are the following U.S. Food & Drug Administration (FDA)

(https://www.fda.gov/food) and Food Safety and Inspection Service

(USDA) (https://www.usda.gov/about-food/food-safety)

7.3.3.3. LAUNDRY FACILITIES: On-site laundry facilities and necessary supplies for Veterans to do their own laundry or to have laundry done. The Contractor is responsible for the costs of laundry services. If said facility is not available on site, the contractor is responsible for providing alternative. This is to be at no cost to the Veteran or the Government. Adequate amounts of laundry detergent. Hypo-allergenic detergent may be required for medical reasons as prescribed.

7.3.3.4. INTERNET AND COMPUTER ACCESS: Internet access shall be available to Veterans residing at the facility. Access shall consist of a service/speed rating of at least 10 Megabytes per Second (Mbps) Download, 1Mbps Upload or better. Wireless or other access shall be provided so that it is possible for three (3) or more users to access internet services simultaneously. The contractor shall provide hardware (computer(s), printer, etc.) to be utilized. Veterans conducting online employment or housing searches and application should be given priority of usage. The Contractor will be responsible for establishing hours of usage as well as setting any internet controls or firewall they deem essential.

7.3.3.5. TRANSPORTATION: The Contractor will ensure that transportation is available for Veterans at admission to CERS, to attend medical/mental health appointments, search for permanent housing and to address other care needs. This can be done through the provision of bus passes, utilization of cab services or contractor provided transportation. These costs will be considered part of the basic services provided.

7.3.3.6. OUTREACH: Outreach will be conducted by the contractor and VA homeless outreach staff in conjunction with street outreach within the city of

Long Beach, CA and/or within twenty (20) miles in Orange County (OC) lines, in any geographical direction from the VALBHS, 5901 East 7th Street Long

Beach CA 90802.

7.3.3.7. MEDICATIONS: Contractor shall provide Veterans with appropriate space and security for the storage of medications as outlined in VHA-10-10115a

HCHV Contractor Provider Inspection Template. A list of current medications will be available for each resident in the case record. Veterans will manage medications but should have a secure storage area in which to keep them.

https://www.usda.gov/about-food/food-safety

The Contractor shall have a written procedure that address the storage while providing access to medications and safe disposal of medications and syringes. Each Veteran shall be educated about the medication procedures and the importance of safely storing their medications.

7.3.3.7.1. Medications including controlled substances shall be properly stored and controlled and proper issuance upon orders from prescribing provider shall be provided for and recorded. Medications will be stored in accordance with CARF standards. Medications will be provided according to physician’s orders and shall be documented in accordance with CARF standards.

7.3.3.8. CASE MANAGEMENT SERVICES: The Contractor shall provide, at minimum, the following case management services to Veterans in the program:

7.3.3.8.1. Engagement of the Veteran in the service planning process.

Contractor will carry responsibility for interviewing, counseling and case managing identified Veterans by conducting psychosocial assessments to identify treatment needs which affect the Veterans’ adjustment to their environment.

7.3.3.8.2. Contractor will assess the psychosocial and environmental needs or dysfunction secondary to or exacerbating the social, substance or psychiatric problems, which might contribute to Veterans’ readjustment challenges in the community. Contractor establishes and maintains an intensive therapeutic relationship with the Veteran, staff, and community programs/agencies, and is responsible for formulating case-management treatment goals with the primary goal being to obtain stable housing and plans that address identified needs, stressors, and problems.

7.3.3.8.3. Contractor will conduct high-risk screening, psychosocial assessment, and treatment planning, actively involving the Veteran and their family or significant others, in coordination with the team members. Psychosocial assessments will include goals for clinical treatment. Contractor coordinates and documents clinical case management and psychosocial services and documents the overall effectiveness of the case management services provided. Specifically, Contractor will:

7.3.3.8.4. Develop a highly Individualized Service Plan (ISP) (also referred to as, Treatment Plan) with the Veteran consistent with CERS program goals;

the plan must specifically include provisions for Veteran placement into an appropriate transitional or permanent housing placement within 90 days of admission to the HCHV CERS facility with no more than 180 days without a planned reason for extension approved by the VA Liaison.

The housing placement planning must take into account all the appropriate and available community-based housing options as well as the Veteran’s preferences regarding location and housing type. The plan should also be focused on getting the Veteran(s) to accept services, especially mental health and substance use services that will allow attainment of transitional or permanent housing.

7.3.3.8.5. Complete a written ISP within three (3) days of program admission and signed by the Contractor and the Veteran. A copy of the ISPis to be provided to the VA Liaison the same day it is completed and signed.

7.3.3.8.6. Review ISP with Veteran a minimum every thirty (30) days thereafter and include progress note in EHR.

7.3.3.8.7. Make changes in plans in consultation with the Veteran at weekly case management meetings. Weekly case management meetings with

Veterans will focus on the objectives and tasks in the ISP. Contracted case manager will provide Veteran with a written copy of their weekly tasks.

7.3.3.8.8. Screen each Veteran for suicidal and homicidal risk as necessary. If the Veteran is a danger to him/herself or others Contractor will take immediate steps to provide appropriate intervention. Crisis management will focus on immediate safety for the Veteran and contract staff. The

Contractor will follow its established policies and protocols for managing crisis situations. The Contractor will provide said policies and protocols to the VA at the outset of the contract and upon any modification to the policies and protocols. The Contractor will contact the VA Liaison and inform of the incident immediately upon safe to do so.

7.3.3.8.9. Contractor will conduct monthly case conferencing with Contractor clinical Director, Contractor Case Managers, VA Liaison and other VA

Homeless and Contractor staff as necessary. Coordinate with VA

Liaison during weekly case conferences regarding updates and changes in Veterans’ care plans to foster a collaborative relationship with the

VAMC and Contractor in meeting Veterans’ needs. Case conferencing may be done in person or by telephone or video conference calls as determined by VA staff.

7.3.3.8.10. Obtain relevant Releases of Information to communicate and coordinate Veterans’ treatment with VA and other community-based service providers.

7.3.3.8.11. Work in close collaboration with the VA Liaison to ensure

Veterans’ connections to needed VA medical, mental health, and substance abuse treatment and care.

7.3.3.8.12. Contractor will take primary responsibility for assisting Veterans in completing housing applications and other benefits paperwork as needed. Contractor will assist Veterans in obtaining the needed documentation required for complete applications including but not limited to, birth certificates, state ID, income verification and any additional information required by housing resources and potential income supports.

7.3.3.8.13. Contractor will provide transportation for Veterans to attend appointments at the VA, potential housing placements, benefits agencies, meetings with landlords, etc. Contractor will attend meetings with Veterans when appropriate according to Veteran’s needs.

7.3.3.8.14. The Contractor will provide the following onsite therapeutic and rehabilitative services including health and personal hygiene maintenance, Supportive social services, in collaboration with the VA and other involved community resources. Opportunities for immediate learning and/or development of responsible living with a goal of achieving a more adaptive level of psychosocial functioning; Support for an alcohol and/or drug-free lifestyle; opportunities for learning, and internalizing knowledge of the illness and/or recovery process; improving social skills; and improving personal relationships; and opportunities for client participation in community activities, volunteer opportunities, local consumer services, etc. The Contractor will support an alcohol and/or drug-free lifestyle by training its staff in the appropriate harm reduction techniques and to be aware of the signs and symptoms of substance use.

7.3.3.8.15. The Contractor shall adapt therapeutic and rehabilitative services to include onsite, VA or community service and will provide transportation for Veterans to receive services such as structured groups and activities to promote social skills building and healthy lifestyles.

Groups may include emphasis on self-care skills, adaptive coping skills, vocational counseling, in collaboration with the VA Liaison or community resources as appropriate to support the goal of obtaining and maintaining permanent housing.

7.3.3.8.16. Contractor will notify VA through the VA Liaison at VALBHS of any negative incident occurring with a Veteran within 24 hours of being informed or made aware of the incident, if not sooner. The Contractor will investigate, confirm, and resolve all incident reports. The 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 unexpected events.

7.3.3.8.17. In the event a Veteran residing in HCHV CERS housing under this contract dies, the Contractor will promptly notify the VA Liaison authorizing admission and immediately assemble inventory using established protocol and safeguard the Veteran’s personal effects. The funds, deposits, and effects left by Veterans upon the premises of the facility shall be delivered by the director or manager of the facility to the person or persons entitled thereto under the laws currently governing the facility for making disposition of funds and effects left by 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 has been made, they will be immediately forwarded to the VA Liaison. Property and funds wherever located vests in and becomes property of the United States in trust. In these cases, the facility will forward an inventory of any such property and funds in its possession to the appropriate VA office and will hold them (except articles of clothing necessary for proper burial) under safeguard until instructions are received from the VA concerning disposition.

7.3.3.9. The Contracting Officer’s Representative (COR) will evaluate all deliverables submitted. The COR is responsible for certifying invoices for payment only for deliverables received and deemed acceptable by the COR.

8. ENVIRONMENT OF CARE SERVICES

The Contractor must provide a clean and comfortable environment of care that is structurally sound facility; does not pose any threat to the health and safety of the occupants and protects them from the elements. The facility entries and exit locations are capable of being utilized without unauthorized use and provide alternate means of egress in case of fire; every room or space will have natural or mechanical ventilation; be free of pollutants in the air at levels that threaten the health of Veterans; provide a water supply free from contamination; has sufficient sanitary facilities in proper operational condition, allowed to be used in privacy, and are adequate for personal cleanliness and the disposal of human waste. Facility must have adequate heating and or cooling mechanisms that are in proper operating condition; adequate natural or artificial illumination to permit normal indoor activities and to support the health and safety of Veterans; provides sufficient electrical sources to permit use of essential electrical appliance while assuring safety from fire. All housing and equipment will be maintained in a sanitary manner free from pests, insects and vermin and will provide a warm, welcoming, and respectful atmosphere through lighting and decor. The Contractor ensures that furniture is well maintained and comfortable. It is the Contractor’s responsibility to maintain a clean and comfortable environment that meets these conditions. For example, the Contractor would be responsible for alleviating a bed bug infestation by hiring an exterminator at its own expense.

8.1. Provides a library room, computer lab, and/or recreational area for Veteran use that is accessible and quiet. The library room must have books and other reading material available for Veterans’ recreational use as well as a working computer for Veterans to learn or enhance their computer skills.

8.2. The contractor will be required to host frequent meetings to discuss clinical and administrative matters. Additionally, Contractor must provide office space for VA staff to meet with Veterans as needed. In both cases, the space must be HIPPA compliant and is the sole responsibility of the contractor. The VA Liaison is to be onsite at the

Contractor facility at least once per month, or as often as needed. Dates and times of

VA staff visits will vary, based on the clinical needs of the population served.

9. HCHV CERS PROGRAM ADMISSION AND DISCHARGE

9.1. ADMISSION CRITERIA: Veterans are referred to the contractor based on a demonstrated short-term need for case management and supportive services to stabilize their mental health, substance abuse, medical and/or other co-occurring serious psychosocial issues in order to secure transitional or permanent housing as quickly as possible

9.1.1. Must be a Veteran

9.1.2. Be enrolled in the VA health care system and eligible for VA healthcare services

9.1.3. Meet the McKinney-Vento Act homeless definition

9.1.4. At the discretion of the VHA, eligibility criteria may be updated for HCHV CERS.

Contractor to be notified of updates if they occur.

9.2. ADMISSION:

9.2.1. The goals of the HCHV CERS Program are to:

9.2.1.1. Rapidly stabilize Veterans’ medical, mental health, substance abuse and other psychosocial problems by expediting placement of these Veterans into safe, supportive emergency housing.

9.2.1.2. Place Veterans in other appropriate transitional or permanent housing as quickly as possible or within 90 days from the date of admission.

9.2.2. The VA Liaison is to be made aware of any referrals received by the contractor. If

VA liaison is on planned leave, the coverage plan will be identified and communicated to the contractor. Excepting the lack of available beds, the contractor will be expected to provide immediate admission to housing and services to these Veterans 24 hours per day, 7 days per week. The date of admission must be approved by the VA Liaison for billing purposes within 48 business hours of admission.

9.2.3. If a Veteran presents at the facility during weekends, at night, or a holiday day, the

Contractor shall accept the Veterans based on Status Query and Response

Exchange System (SQUARES) eligibility and notify the COR and the VA Liaison within the first working day after the admission. Note: SQUARES is a VA web application that provides VA employees and external organizations such as homeless service community partners, law enforcement partners (police departments, sheriff departments, courts, and jails), and local, state, and federal agencies with reliable, detailed information about Veteran eligibility. please visit https://www.va.gov/homeless/squares/?#apply to obtain instructions on how to apply for access. Application for access should occur within two weeks of the contract being awarded.

9.2.4. VA staff has the right of approval or disapproval for payment. Engagement of homeless Veterans in the provision of housing placement, treatment and supportive services is a key element of the HCHV Contract Transitional Care program.

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

9.2.5. Treatment under the contractor’s purview will, ideally, result in the Veteran being stably housed. This could entail other transitional or permanent housing but must be no more than 90 days from the date of admission. Contractors may not bill for per diem for Veterans whose length of stay exceeds 90 days from the date of admission without prior approval from the VA Liaison. The VA Liaison will not approve per diem for lengths of stay exceeding 90 days from the date of admission unless:

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

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

9.2.5.3. The VA Liaison has been appropriately advised of these efforts well in advance of the 90-day limit. This must entail a written waiver request dictated by Veteran’s clinical needs; and

9.2.5.4. The VA Liaison concurs that the Veteran will continue to derive therapeutic benefits from a continued stay at the HCHV CERS facility.

9.2.6. If a Veteran’s length of stay exceeds 90 days from the date of admission and there is no approval from the VA Liaison for continued per diem, the contractor will retain the responsibility for finding suitable transitional or permanent housing in the community at its own expense.

9.3. DISCHARGE PLANNING: Veterans may be discharged from HCHV CERS programs for positive, negative, or administrative reasons. The date of discharge must be approved by the VA Liaison 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. The Contractor will provide written exit information to the VA

Liaison within 24 hours of Veteran’s discharge from CERS program. Veterans may end participation in HCHV CERS for any of the following reasons:

http://www.va.gov/homeless/squares/?&apply

9.3.1. The Veteran has accomplished the goals as defined in the treatment plan and is prepared for community integration with identified resources after exit.

9.3.2. The Veteran requires treatment beyond program resources and is to transition to another level of care.

9.3.3. The treatment environment does not meet the Veteran’s expectations or needs.

9.3.4. The Veteran requests to leave before treatment goals are met.

9.3.5. The Veteran has a personal emergency necessitating exit.

9.3.6. There are circumstances when the Contractor and VA may make a clinical decision to discharge a Veteran prior to program completion. These circumstances include:

9.3.7. The Veteran exhibits dangerous behavior.

9.3.8. The Veteran has achieved maximum benefit from treatment in the program.

9.3.9. The Veteran refuses to allow communication between VA and the contracted provider that is necessary to ensure the safe and effective coordination of care.

9.3.10. The Veteran has failed to adhere to the rules and the regulations of the program even after multiple warnings and discussions with VA & Contractor staff.

10. PERFORMANEC EXPECTATIONS: The Homeless Services Scorecard displays performance data for all VHA Homeless Programs. The two performance elements applicable to the HCHV CRS program are the HCHV1 and HCHV2 measures. Full list of definitions and exclusions can be found in the Homeless Performance Measures Technical

Manual.

10.1. HCHV1: Exits to Permanent Housing

10.1.1. Target is 55%. Every fiscal year quarter.

10.2. HCHV2: Negative Exits

10.2.1. Target is below 20%. Every fiscal year quarter.

11. PER DIEM, BILLING, AND PAYMENTS

11.1. “Per Diem” means that the VA will pay for the eligible Veteran’s stay in a CERS bed and supportive services for each day the Veteran resides at the facility and receives services. The VA also refers to this as “bed days of care.” Unless specifically excluded in this contract, the per-diem rate established will include the services listed in this document and will also include the services or supplies normally provided to other clients by the facility without extra charge. It is the contractor’s responsibility to have appropriate systems of verification of services in place to justify invoices and payments.

Of note, the per diem rates may change with the start of each fiscal year.

11.2. The VA can only pay per diem for eligible Veterans (i.e. Veterans for whom VA authorizes the provision of services) as determined by the local VA medical center

HCHV program. Therefore, funding or financial support for spouses/partners, minors, or other dependent family members the Veteran identifies as part of his/her family that also may also reside in the facility with the Veteran and receive supportive services is the contractor’s responsibility.

11.3. VA pays per diem for each eligible Veteran’s exclusive use of a contractor bed within a facility. Therefore, the contractor may not bill the VA, and the VA will not pay per diem for beds that are used by more than one person at a time, such as in shifts. For example, it is not permissible to bill the VA for a bed that was used by an eligible

Veteran at night but then given to someone else to sleep in during the day while the eligible Veteran was attending appointments outside of the facility.

11.4. Contractor may only bill the VA for bed days of care for Veterans who are actively residing at the facility. In the case of Veteran absences, the following rules will apply:

11.4.1. Veteran residents will be allowed up to 72 consecutive hours (3-days) of authorized clinically appropriate absence from the facility per month. The

Contractor will be expected to hold the bed and will be reimbursed for the 72 hours of absence, if approved by the COR in advance.

11.4.2. Longer additional absences beyond three days may be allowed if the absences are consistent with the Veteran’s plan of care and approved by the VA HCHV

Liaison. The contractor will only be paid for three days.

11.4.3. AWOL absences are not included in this allowance. Veterans who are AWOL must be discharged from the program census after 24 hours.

11.4.4. Under this contract, VA will make per diem payments in a method consistent with

VA policy. Payment to Contractor will be made 30 days after the receipt of the invoice. VA Contractor will submit an invoice to VA Liaison and COR by the 5th of the month following the month that services were rendered. Contractors will be provided with specific invoicing instructions at a post-award kick-off meeting to occur within 30 days of the contract award.

11.4.5. Invoices submitted for payment shall be reviewed for accuracy, verified against patient records, time records and attendance logs and shall be subject to approval by the Government prior to remittance of payment. Any discrepancies found shall be brought to the attention of the Contractor for resolution. A corrected copy of the invoice must be submitted by the Contractor, as instructed by the Government.

12. RECORDS AND REPORTS: As VA exercises contract oversight, attention will be directed to the adequacy…