RFP - 36C26226R0117 - VALLHS Sober Living Transitional Housing.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

36C26226R0117 09-18-2026

Rafael Cervantes, Contract Specialist 562 686 1558 10-30-2026

11am PDT

36C262

Department of Veterans Affairs

Network Contracting Office 22

4811 Airport Plaza Drive

Suite 600

Long Beach CA 90815

X

623220

$19 Million

N/A

X

36C262

Department of Veterans Affairs

VA Loma Linda Healthcare System

11201 Benton St

Loma Linda CA 92357

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 Sober Living Transitional

Housing services to Veterans in community-based facilities for the VA Loma Linda Healthcare System.

Direct all questions via email to Rafael Cervantes, Contract

Specialist, no later than 10/7/2026, 11:00AM PST.

Offerors proposals shall be submitted via email, clearly marked with RFP 36C26226R0117, no later than 10/30/2026 at 11:00AM PST.

See CONTINUATION Page

X X

X 1

Tashodra Rogers, Contracting Officer

36C26226R0117

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 (OCT 2025) (DEVIATION)

C.2 52.216-18 ORDERING (AUG 2020)

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

C.4 52.216-22 INDEFINITE QUANTITY (NOV 2025) (DEVIATION)

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

C.6 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ... 40

C.7 52.222-40 NOTIFICATION OF EMPLOYEE RIGHTS UNDER THE NATIONAL

LABOR RELATIONS ACT (NOV 2025) (DEVIATION)

C.8 52.222-90 ADDRESSING DEI DISCRIMINATION BY FEDERAL CONTRACTORS

(DEVIATION APR 2026)

C.9 52.223-23 SUSTAINABLE PRODUCTS (NOV 2025) (DEVIATION)

C.10 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR

1984)

C.11 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.12 MANDATORY WRITTEN DISCLOSURES

C.13 VAAR 852.211-76 LIQUIDATED DAMAGES – REIMBURSEMENT FOR DATA

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

C.14 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(NOV 2018)

C.15 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) . 47

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 CATCHMENT MAP (ATTACHED)

SECTION E - SOLICITATION PROVISIONS

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

COMMERCIAL SERVICES (OCT 2025) (DEVIATION)

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 (OCT 2025) (DEVIATION)

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

E.4 52.216-1 TYPE OF CONTRACT (NOV 2025) (DEVIATION)

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

E.6 52.240-90 SECURITY PROHIBITIONS AND EXCLUSIONS REPRESENTATIONS

AND CERTIFICATIONS (NOV 2025) (DEVIATION)

E.7 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.8 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

Intentionally Left Blank

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

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 be registered in SAM.gov at the time of proposal submittal and provide the Unique Entity Identifier (UEI) Number assigned to their company/firm in the space provided below:

UEI 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 $6,980,000.00. The maximum aggregate value establishes the ceiling on the total potential value of orders that may be placed under the

IDIQ; it is not a representation of the amount of funding the Government has allocated or intends to spend. The Government does not guarantee that it will place any orders under this contract in excess of the guaranteed minimum amount. The Contractor shall notify the

Contracting Officer (CO) and the Contracting Officer’s Representative (COR) when 85% of the

IDIQ ceiling is reached.

The base year period of performance for this IDIQ contract is January 1, 2027, through

December 31, 2027, with the Government’s option to exercise four (4) one (1) year option periods. Item information for the base year and each option year period is included below.

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

Base Year 1: 01/01/2027 to 12/31/2027

ITEM

NUMBER

DESCRIPTION OF

SERVICES

ESTIMATED

QUANTITY

UNIT

UNIT PRICE

PER DAY

Provide Sober Living Transitional Housing services in community‑based facilities with a capacity of up to 15 beds.

15 Beds

Total:

Option Year 1: 01/01/2028 to 12/31/2028

ITEM

NUMBER

DESCRIPTION OF

SERVICES

ESTIMATED

QUANTITY

UNIT

UNIT PRICE

PER DAY

Provide Sober Living Transitional Housing services in community‑based facilities with a capacity of up to 15

Option Year 2: 01/01/2029 to 12/31/2029

ITEM

NUMBER

DESCRIPTION OF

SERVICES

ESTIMATED

QUANTITY

UNIT

UNIT PRICE

PER DAY

Provide Sober Living Transitional Housing services in community‑based facilities with a capacity of up to 15

Option Year 3: 01/01/2030 to 12/31/2030

ITEM

NUMBER

DESCRIPTION OF

SERVICES

ESTIMATED

QUANTITY

UNIT

UNIT PRICE

PER DAY

Provide Sober Living Transitional Housing services in community‑based facilities with a capacity of up to 15

Option Year 4: 01/01/2031 to 12/31/2031

ITEM

NUMBER

DESCRIPTION OF

SERVICES

ESTIMATED

QUANTITY

UNIT

UNIT PRICE

PER DAY

Provide Sober Living Transitional Housing services in community‑based facilities with a capacity of up to 15

Total Estimated Value:

B.3 STATEMENT OF WORK

1. Background

The goal of this contract is to provide a secure, appropriately monitored, temporary placement for those Veterans who are participating in substance abuse/mental health treatment programs at the VA Loma Linda Healthcare System (VALLHS). Program transportation is crucial to ensure Veteran participation in these programs (daily) and return to placement with minimal barriers. Veteran length of stay within the contracted placement should not exceed ninety (90) days.

The purpose of this contract is to enter into a firm fixed-price contract with a community provider contractor who will provide Sober Living Transitional Housing services to

Veterans in community-based facilities within a forty-five (45) mile radius of the VALLHS to

Veteran beneficiaries as specified herein. All services shall be provided in accordance with the terms and conditions of this contract for a period of one year from the date of award with the Government’s option to exercise four (4) one (1) year option periods. The contractor shall provide all labor, supervision, supplies, and materials and transportation as required in this contract and resulting contract. The goal of this Sober Living Transitional

Housing services to Veterans in community-based facilities contract is to temporarily house Veteran beneficiaries that are enrolled and actively engaged in the VALLHS substance abuse/mental health treatment programs.

Sober Living Transitional Housing services to Veterans in community-based facilities should not be co-located with other transitional or rehabilitative housing programs.

2. Overview

The Contractor shall be expected to provide UP TO fifteen (15) bed facility that offers same day residential placement that enhances the stability of Veteran services in the

VALLHS substance abuse/mental health treatment programs.

3. Sober Living Services

Contractor services will be furnished to Veteran beneficiaries for whom such care is specifically authorized by the Department of Veteran Affairs (VA) are considered homeless or without a stable living environment. The Contractor will provide residential care services under a Sober Living model of care as described:

a. Provide a Sober Living facility that will offer 24-hour staffing and provide semi-private quarters (2 people per room) that allow for participants to remain in the facility any time of the day or night. The target population served will include the Veterans with addiction issues who are either homeless, at risk of being homeless or in an unstable living situation who are enrolled and participating in the VALLHS Substance Treatment and Recovery Programs. If serving female Veterans, the Contractor will provide separate and secure living quarters, detached from male living quarters to ensure the safety of the participants.

b. Supportive services shall be provided that will assist evening and weekend activities that are in collaboration with VA program resources and that link

Veterans to resources that may increase income and obtain vocational opportunities within the community.

The per diem rate established will be an all-inclusive rate. Upon VA approval absences up to 72 hours may be permitted, unexcused or AWOL absences in excess of 72 hours will not be reimbursable. Unexcused absences less than 72 hours will not be basis for discharge alone. Care will include but is not limited to:

a. Supervised alcohol/drug free environment

b. Supportive social services

c. Structured group activities

d. Physical activities

e. Individual and group counseling in collaboration with VA program resources

f. Basic health and personal hygiene maintenance; including supplies as necessary

4. Veteran Code of Conduct

The Contractor shall develop a code of conduct to be reviewed and approved by the

Contracting Officer Representative (COR) that program residents will follow while receiving services under this contract or while on facility premises. The code of conduct should be provided to the VA prior to program implementation and once approved; provided to program Veterans upon admission. At minimum, the following acts will not be permissible:

a. Acts of threats or violence to self, other program participants, employees, or the general public

b. The carrying of any weapon(s).

c. Gambling in all forms

d. Buying, selling, and/or use of intoxicating liquors, narcotics, or controlled substances.

e. Sexual Harassment of other veterans or staff

f. Failure to attend scheduled groups per program schedule.

g. Submitting beneficiary travel claims through the VA while residing in contract housing.

h. Allowing entry of an unauthorized individual(s) into contract housing.

i. Refusing random drug testing while in contract housing.

j. Releasing any personal information or details of other Veterans to unauthorized individuals.

k. Failure to comply with contract staff house rules.

l. Veterans may be allowed to be gainfully employed only if it does not conflict with program scheduling and/or contract housing rules.

m. Male and female Veterans will remain separated unless authorized by the

VA or the contractor to congregate in the area.

5. Referral/Discharge & Coordination

The Contractor agrees to accept referrals and to provide all services in this contract, for any person determined eligible by his/her designee, regardless of race, color, religion, sex, or national origin of the person for whom such services are ordered.

a. All Veterans who are referred for services will have a letter of acceptance/referral from the VA COR or authorized personnel with date and Veteran’s identifying information, which will be documented in the

Veteran’s chart for record keeping.

b. All Veterans who are referred will receive medical care by a VA facility/medical center while being provided services authorized by this contract. The VA will not reimburse outside medical providers for any services rendered to participating Veterans under this contract.

c. Orders, requests, or changes in the referral process shall only be made by the VA Contracting Officer (CO), or COR. Under no circumstances shall there be any deviation by any other party. In addition, the Contractor shall make no deviation and is responsible for providing direction to staff

(please see attachment 2 for referral process).

d. VA reserves the right to remove any or all Veterans from the facility at any time without additional cost, when it is determined to be in the best interest of the VA or the Veteran(s).

e. Coordination of care provided by VA staff and the contractor for individual

Veterans shall be maintained as such:

i. Contractor shall participate in weekly team conferences held at the VA or through online meeting services.

ii. Contractor shall participate in case consultations with VA staff as needed.

iii. Discharge planning will be coordinated by an assigned VA staff and/or Liaison. All exits must be reported to the VA liaison immediately i.e., discharges, AWOL, death, or entry to hospital.

iv. Relapse and unexcused absences less than 72 hours will not be a basis for discharge alone.

f. Veterans that have been charged or convicted with the following crimes will not be eligible for contract housing services

i. Any conviction or pending charges within the definition presented under California Penal Code 290

ii. Any conviction or pending charges involving emotional and/or physical abuse of children, elders, spouses, partners, and/or dependents.

iii. Any conviction or pending charges involving any felony crimes

g. Veterans entering sober living must be able to manage and maintain individual Activities of Daily Living (ADLs).

h. Discharging a Veteran participant to the streets without coordinated services through the assigned VA liaison and appropriate placement will not be permitted unless for reasons such as:

i. Acts of threats or violence to self, other participants, employees or the general public.

ii. The carrying of any type of firearm, ammunition, or concealed weapons.

iii. Possession of any illicit substances on the premises

iv. Sexual harassment of Veterans or contract house staff

v. Disclosing private medical information to unauthorized individuals

vi. Allowing entry of an unauthorized individual into contract housing

vii. Submitting beneficiary travel claims through the VA while residing in contract housing.

6. Supportive Housing Services

The Contractor shall provide supportive housing services that are not co-located with other transitional housing or rehabilitative programs in accordance with a plan of care which will be provided by the VA, and a trained program staff. The contractor will provide supervision in accordance with VA policy and regulations to include but are not limited to:

1) The Contractor shall provide reliable telephone/internet services on site free of local use charges.

2) Emergency exits must be marked with sufficient lighting in case of emergency.

3) Evacuation plans must be posted in common areas.

4) Facility must be equipped with first aid, fire extinguishers that are fully charged and non-expired, and both fire and carbon monoxide alarms.

5) Veterans shall be provided with opportunities to participate in spiritual worship, counseling, treatment, and social skill enhancement.

6) Activities shall be designed to meet the goals and objectives of social responsibility, self-motivation, and integration into the larger community.

Such activities may include:

1. Social skills training, vocational counseling and physical activities as appropriate

2. Supportive social services, in collaboration with VA staff and/or other community contract resources

3. Assistance with housing needs and resources

7) Contractor shall provide activities for Veterans as requested Sunday through

Saturday, including recognized holidays.

8) Contractor will create a valid housing plan with each Veteran within two weeks of entry and submit the housing plan to the Veteran’s assigned program case managers. Failure to complete a valid housing plan within two weeks will result in remedial assignments with housing services within the

VA and community. In addition, any requests for extensions to remain in contract housing past the 90-day period will be subject to denial.

7. Facility Maintenance and Supplies

The term “facilities” shall include, but is not limited to rooms, sections, eating areas, entrances etc. It is agreed that VALLHS will have the right to inspection of the facility by an authorized representative(s) designated by the VHA to determine whether acceptable standards are maintained and that adequate care is being rendered. The Contractor shall ensure the following:

a. The Contractor shall develop an infection control plan with the capability to isolate/quarantine Veterans as needed to prevent the spread of disease. The following resource should be utilized as guidance for development of an infection control plan: https://www.cdc.gov/coronavirus/2019-ncov/community/homeless-shelters/plan-prepare-respond.html. Infection control plans will be submitted to the COR for approval prior to any facility implementation.

b. One single bed per occupant with sanitary and proper bedding; i.e., fitted sheets, blankets, pillows; Contractor shall ensure that each resident is provided with a mattress that is clean, sanitary, and in good repair.

Mattresses shall be from infestations, significant staining, persistent odors, mold, tears, exposed springs, or structural deterioration, and shall be replaced when they no longer provide a safe, hygienic, and reasonably comfortable sleeping surface.

c. No more than two occupants per room;

d. Adequate and secured storage space for clothing and personal properties

e. Facilities are to install and monitor external enhanced security devices such as high definition video cameras, active entry monitoring sensors, and motion detectors.

f. Efficient lighting;

g. Clean linen and towels;

h. Signs that identify female only rooms/restrooms;

i. On-site adequate laundry facilities;

(1) Veteran residents shall be required to do their own laundry but

Contractor shall provide any supplies needed to do so. Supplies shall include but are not limited to:

i. Tokens, coins, or funds to operate all machines;

https://www.cdc.gov/coronavirus/2019-ncov/community/homeless-shelters/plan-prepare-respond.html https://www.cdc.gov/coronavirus/2019-ncov/community/homeless-shelters/plan-prepare-respond.html

ii. Adequate amounts of laundry detergent Hypo-allergenic detergent may be required for medical reasons as prescribed.

j. Restrooms and showers shall be provided with signs that designate men’s facility separate from the female’s facility.

k. All toilets, hand washing, and bathing facilities shall be maintained in safe, fully functional, and sanitary condition. Additional equipment, aids, and/or conveniences shall be provided in facilities for accommodating American

Disabilities Act (ADA) standards;

l. Contractor will provide all toiletries at no additional cost; i.e., toilet paper, sanitary napkins, shampoo/conditioner, bath soaps, shaving equipment, facial tissues, toothpaste/brushes, combs/brush;

m. Contractor will provide all kitchen supplies, utensils required to prepare and consume foods and drinks; Clean towels for drying dishes, paper towels and sponges for clean-up.

n. Contractor shall be responsible to ensure that the facility is maintained

Clean from excessive dust/dirt/grime, mold, bed bugs or other hazardous substances and damage; Walls, ceilings, and painted surfaces shall be reasonably clean, maintained in good repair and free of holes, peeling paint, significant cracks, or other visible deterioration.

o. Contactor shall take full responsibility for the Veterans well-being and safety once the individual enters the facility;

p. Indoor recreation/lounging areas shall be provided with the following equipment:

i. Chairs

ii. Reading materials; i.e. books, magazines, and newspapers

iii. Other types of entertainment, activities, and/or games that may be deemed appropriate.

q. Designated smoking areas shall be provided in accordance with the laws of

The State of California and/or additional local County law;

r. Contractor shall provide a designated ongoing space and supply necessary to allow VHA staff and internal agency staff to conduct Veteran participant group meetings.

s. Contractor shall provide a designated office space on an ongoing schedule to allow for VHA staff to meet privately to semi privately with Veteran participants. At minimum that space shall include:

i. At least two chairs

ii. Small table or desk

iii. Be handicap accessible

t. Contractor to provide furniture that is clean, functional, structurally sound, and in good repair. Furniture shall be free of broken or missing components, excessive wear, protruding nails or sharp edges, unstable construction, torn upholstery that exposes padding, and other conditions that present a safety hazard or render the furniture unsuitable for its intended use. Damaged or dilapidated furniture shall be repaired or replaced promptly.

u. Contractor shall provide and maintain window covering of residential quality that are clean, functional, securely installed, and free from tears, broken components, or excessive wear. They shall provide reasonable privacy and effective light control.

v. The contractor shall maintain all resident living areas, bedrooms, and common areas at a safe and reasonably comfortable indoor temperature at all times.

Heating and air conditioning systems shall be maintained in good working order and operated as necessary to provide a habitable environment. The contractor shall not restrict the use of air conditioning or heating solely for cost-saving purposes when indoor temperatures would otherwise become uncomfortable or unsafe for residents. If the primary HVAC system becomes inoperable the Contractor shall 1) Initiate repair as soon as practicable, but no later than the next business day. 2) Provide temporary measures (e.g. portable air conditioners, fans, or heaters, as appropriate) to maintain resident comfort and safety until repairs are completed. 3) Notify the VA Contracting Officer’s Representative (COR) within 24 hours if repairs cannot be completed within 24 hours or if the outage materially affects resident comfort or safety. The contractor shall have written procedures for responding to extreme heat and cold and shall monitor indoor conditions to ensure residents, particularly those with medical or behavioral health vulnerabilities, are protected from temperature-related health risks.

w. Contractor to ensure that flooring is clean, and in a safe operable condition, free from significant damage, tripping hazards, excessive wear, or conditions requiring repair.

x. All provided appliances, including refrigerator, stove/oven, microwave, dishwasher, washer, and dryer, shall be maintained in good working order and repaired or replaced promptly when needed. Contractor will notify the VA Contracting Officer’s Representative (COR) within 24 hours if repairs cannot be completed within 24 hours or if the outage materially affects resident comfort or safety.

y. Contractor shall ensure that there are no more than two veterans per room and no more than two beds in any given room.

VA Loma Linda will not incur any cost associated with the contractor providing, repairing, or replacing inadequate or faulty equipment.

8. Implementation

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.

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.

8.1. 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.

8.2. 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.

8.3. 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 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 and this is to be at no cost to the Government.

9. Records

The Contractor is a VHA contractor and shall assist in the provision of health care to patients seeking such care from or through VHA. As such, the Contractor is considered as being part of the department health care activity. The Contractor is considered to be a VHA contractor for purposes of the Privacy Act, Title 5 U.S.C. 552a, further, for the purpose of

VHA records access and patient confidentiality. Contract is considered to be a VA contractor for the following provisions: Title 38 U.S.C. 5701, 5705 and 7362. Therefore, the Contractor will not have access, as would other appropriate components of VHA, to patient medical records including patient records pertaining to drug and alcohol abuse, HIV, and sickle cell anemia, to the extent necessary to perform its contractual responsibilities. The Contractor is subject to the same penalties and liabilities for unauthorized disclosures of any records as VHA. Contractors and any subcontractors must adhere to the provisions of Public law 104-191, Health Insurance Portability and

Accountability (HIPAA) act of 1996.

This includes both the HIPAA Privacy and Security Rules published by the Department of

Health and Human Services protected health information by covered entities. The covered entity component of the Department of Veteran Affairs is the Veterans Health

Administration Business Associate Agree (BAA). Contractor shall be responsible for maintaining the following:

a. Contractor shall be responsible for the development of any necessary forms.

b. Contractor shall maintain a file for each Veteran admitted to the program.

c. Contractor will keep all Veteran files behind two locks at all times.

d. Information will be provided following Veteran consent and completion of VA authorization to release information form.

e. Contractor will not have access to VA computerized electronic systems.

f. All Veteran files shall contain VHA referral, discharge and any other forms related to coordination of care.

g. Contractor will complete all VA’s security and privacy awareness training and any additional role-based training, as outlined in the contract. These include, but not limited to, “VA Privacy and Information Security Awareness and Rules of Behavior” and “Privacy and HIPAA Training” only if the COR grants access to VA electronic systems.

h. All Veteran files shall contain demographic information sufficient to identify the

Veteran participant and to satisfy data collection needs of the program and funding agencies, to include but not limited to:

i. Veteran identifier (i.e., name, number, etc.);

ii. Date of Birth;

iii. Sex;

iv. Race/ethnic backgrounds;

v. Address;

vi. Telephone number;

vii. Next of kin or emergency contact (include phone number and consent of kin);

viii. VA verification of homelessness letter; (only if homeless)

ix. Detailed housing plan within the first two weeks of entry into contract housing

x. Date(s) of admission (i.e., new/readmission, etc.);

xi. Admission agreement;

xii. Authorization to release information, including, VA release of information (ROI) on most current VA form 10-5345;

xiii. Referral source and reason for referral;

xiv. Veteran rights document;

xv. Medical referrals and clearances as needed;

xvi. Correspondence with or regarding the Veteran;

xvii. Discussions and actions to reengage Veteran for not complying with program rules and requirements;

xviii. Any type of supportive service(s) provided to Veteran i.e., personal hygiene, laundry, housing resources and referrals, additional transportation service, clothing assistance etc.

xix. Major incidents involving Veterans will be documented with incident reports and any follow up/outcomes.

i. It is agreed that the VA may readily have access to all records concerning the Veterans care in the facility.

j. Contractor shall notify assigned VA COR/Liaison or designee within 24 hours of AWOL, Death or unanticipated discharge telephonically or

Contractor shall use encrypted email.

k. Upon discharge or death of a patient, medical records on all VA beneficiaries will be retained by the facility for a period of at least three (3) years following termination of care at VHA expense. However, upon termination or completion of contract; the Contractor will surrender medical records on all

VA beneficiaries to the VA COR/Liaison or designee

l. Periodic reports will be provided to the VA (i.e., Fiscal Accountability) as required

10. Reports

The Contractor shall notify the assigned VHA staff/Liaison/COR immediately of any medical emergency. If hospitalization of a Veteran is required, it is agreed that readmission will be evaluated by appropriate VA staff.

In the event a Veteran participant dies, the Contractor shall promptly notify the VHA staff/Liaison/COR immediately and immediately assemble, inventory, and safeguard the patient’s personal effects. Any fund deposits and effects left by the Veteran upon the premises of the facility shall be delivered by the Contractor to the VHA Decedent Affairs

(DA) for making disposition of funds and effects left by Veterans. When deposition has been made, the itemized inventory, with a notation as to the disposition of funds, will be immediately forwarded to the VA DA office. Should the deceased Veteran leave no will, heirs, or next of kin; his/her personal property and funds, wherever located, vests and becomes property of the United States in trust. In these cases the Contractor will forward and inventory any such property and funds in its possession to the appropriate VA DA office and will hold team (except articles of clothing necessary for proper burial) under safeguard until instructions are received from the VHA Da office concerning disposition.

The Contractor shall notify VHA staff immediately upon any changes to a Veteran’s health, and the Contractor shall contact local emergency services as needed during afterhours and weekends.

The COR/VA Liaison shall monitor the services provided. The Contractor shall cooperate with all VHA staff assigned to this contract, in providing information and answering questions in a timely manner when requested. The Contractor shall refer complaints received directly from the Veteran beneficiaries to the VHA staff/Liaison/COR within 24 hours or the next business day after receipt of said complaint. All complaints received by the VHA staff/Liaison/COR shall be investigated promptly. After investigation and disposition, the Contractor shall respond to the VHA within five (5) business days after receipt of the complaint by the Contractor. VHA staff will be provided with all information regarding complaints.

11. Dietary Services

The VALLHS will have the right to inspect the facility by an authorized representative(s) designated by the VHA to determine whether acceptable standards are maintained and that adequate care is being rendered. Dietary services shall include the following:

a. Three (3) hot and cold meals shall be served; breakfast, lunch and dinner;

with no more than an 8 hour time span between each meal.

b. Filtered or bottled water shall be provided for consumption.

c. In between meals, at least two (2) snacks shall be served to all Veterans unless limited by dietary restrictions prescribed by a medical provider.

d. Food preparation, serving, and storage shall be in accordance with California

Department of Public Health.

http://www.cdph.ca.gov/programsPages/FDB%20Food%20Safety%20Progra m.aspx

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

f. Menus shall be written at least one week in advance and copies of the menus as served shall be dated and kept on file for at least 30 days; and shall be made available for review by the Veteran and/or VA staff.

g. Some Veterans may have medical recommendations for specialized diets

(i.e., cardiac, low sodium, or diabetic diets). The Contractor shall accommodate the individualized dietary needs of Veterans Residents, as specified by their medical providers.

h. The dietary needs of all Veterans shall be met in accordance with sound nutrition consistent with USDA standards. USDA dietary guidelines may be found at: http://www.cnpp.usda.gov/dietaryguidelines.htm

12. Transportation Services

The Contractor shall be required to provide transportation to and from VA Loma Linda

Medical Center and outpatient clinics for Veterans participants only. The VALLHS will have the right to inspect any vehicles utilized for the transportation of Veterans by an authorized representative(s) designated by the VHA to determine whether safe operating conditions are being maintained. Transportation services are to be provided as follows:

a. The manufacturer’s rated seating capacity of the Contractor’s vehicles shall not be exceeded;

b. Motor vehicles shall be maintained in a safe operating condition, registered, and fully insured;

c. Only drivers licensed and insured for the type of vehicle operated shall be permitted to transport Veterans;

d. Emergency safety kits shall be maintained in the vehicle and updated on a quarterly basis at minimum; records of such shall be maintained for review;

e. Motor vehicles shall be equipped with appropriate fire extinguishers.

http://www.cdph.ca.gov/programsPages/FDB%20Food%20Safety%20Progra http://www.cnpp.usda.gov/dietaryguidelines.htm

13. Qualifications

1) Staffing:

1. Program Manager

i. Certified Addiction Specialist

ii. Certified through CAADE, CADTP, or CCAPP

iii. Minimum of five (5) years experience

iv. Bachelor of Art (BA)/Bachelors of Science (BS) degree from an accredited university in management or social sciences preferred but not required

2. Direct Care/Paraprofessional Staff

i. Certified Addiction Counselor

ii. Certified through CAADE, CADTP, or CCAPP

iii. Minimum of two (2) years consistent experience

3. All technical and professional staff shall have a current and valid

Basic Life Support (BLS) certification

4. All proposed staff credentials shall be submitted to the COR for review and approval, before carrying out any duties in relation to this contract within 48 hours of hire date. Failure to do so may result in suspension of new Veterans into contract housing and suspension or termination of the contract.

2) Facilities

The Contractor’s facility shall meet the required safety, licensing, and health codes/certifications:

a. Contractor’s facility conforms to the Life Safety Code, National Fire Protection

Association (NFPA) #101 standards:

http://www.nfpa.org/abouthecodes/AboutTheCodes.asp?DocNum=1

01&cookie%Ftest=1

b. Contractor shall possess a valid Business License/Certification for the state where contract performance shall occur; (i.e.) California

c. Contractor facility must have current Certificate of Occupancy permit or license as required by the authority that has jurisdiction to issue and must adhere to all applicable local, state, and federal laws (if applicable) http://www.nfpa.org/abouthecodes/AboutTheCodes.asp?DocNum=101&cookie%25Ftest=1 http://www.nfpa.org/abouthecodes/AboutTheCodes.asp?DocNum=101&cookie%25Ftest=1

d. Contractor’s facility shall be wheelchair accessible.

e. Contractor must be in compliance with Americans with Disabilities Act Guidelines for

Buildings and Facilities. http://www.access-board.gov/adaag/html/adaag.htm.

f. Facility shall be a home/house setting as to promote a communal environment

g. Facility shall not be co-located with other transitional or rehabilitative housing or programs

h. Facility shall be located within a forty-five (45) mile radius of the VALLHS campus

i. Contractor’s facility shall have access to public transportation and it must be within reasonable walking distance

14. Staffing

At minimum, there must be one (1) full-time Program Manager or his/her staff designee on duty or on-call available for emergencies 24 hours a day, 7 days a week, 365 days a year.

Responsibilities include but are not limited to:

a. Management of the Contract

b. Management of program and facilities

c. Ensures fidelity of services

d. Ensures timely and accurate billing

e. Ensures timely submission of required documentation to VA

f. Coordinating for annual inspection of services with VA staff

g. Ensures program is staffed with the appropriate number of healthcare professionals in accordance with the contract to provide for and meet standards based on state guidelines

h. Current Basic Life Support (BLS) completed and in good standing

The Contractor must provide an appropriate number of qualified staff to carry out the policies, responsibilities, 7 days a week, and 365 days of the year. The contractor shall ensure that employees meet and maintain the qualifications needed to perform their duties to service the identified Veteran population. Program will be staffed with the appropriate number of qualified individuals in accordance with the contract to provide and meet the standards based on VA, state licensing, and Joint Commission guidelines.

15. Direct Care/Paraprofessional Staff

1) During the provision of service, the minimum staffing ratios and health-related requirements shall not exceed 20:2(20 clients to 2 staff members) per http://www.access-board.gov/adaag/html/adaag.htm location.

2) Program will be staffed with the appropriate number of qualified healthcare professionals in accordance with the contract to provide for and meet the standards based on VA, state and federal licensing, and the Joint

Commission guidelines.

3) Contractor will provide a 24-hour staffed residence with proper staff ratio for day and night supervision, adequate for the safety and oversight of all participants.

4) Anytime there is only one direct care staff member on duty, on the premises;

another direct care staff member shall be on call capable of responding within 30 minutes.

5) Staff behavior and interaction with residents must convey an attitude of genuine concern, caring, and respect.

6) When female Veterans are current residents, female staff must always be available for supportive services and needs.

7) Contractor shall ensure that employees meet and maintain qualifications needed to perform their duties and serve the identified Veteran population in accordance with this contract.

8) Staff members on duty must always be awake.

9) Monitoring staff will have the appropriate training including but not limited to the following:

1. Monitor of safety

2. All contract staff are required to be knowledgeable and accountable of every Veteran if questioned by VA COR or staff.

3. Contractor will provide accurate and detailed house reports from all facilities every day before 0730 hrs.

16. Standard of Conduct

The Government reserves the right to refuse acceptance of contract personnel whose personal or professional conduct jeopardizes the Veteran care. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, abuse, dereliction or negligence in performing directed tasks, or other abuse, or other conduct resulting in formal complaints directly by the Veteran or COR. Contractor shall maintain professional boundaries with Veterans. Contractor staff shall under no circumstances engage in sexual activities or sexual contact with Veterans or their family members, whether such contact is consensual or forced. Contractor and Contractor staff shall under no circumstances engage in any monetary transactions either in the form of lending or borrowing of money or purchasing goods with the Veteran. Contractor and Contractor staff shall under no circumstances take unfair advantage of any professional relationship or exploit Veteran or their family members to further their personal, religious, political, or business interests.

Contractor staff should not engage in dual or multiple relationships with Veterans or their family members in which there is a risk of exploitation or potential harm to the Veteran or

Veteran family. Contractor is responsible for taking steps to protect Veterans and their family members and is responsible for setting clear, appropriate, and culturally sensitive boundaries.

Standards for conduct shall mirror those prescribed by current Federal Personnel

Regulations. A review current Federal Personnel Regulations can be found at http://www.opm.gov/hr_practitioners/lawsregulations.

Complaints concerning contract personnel’s conduct with Government employees or

Veteran patients shall be dealt with by the Contractor and COR. The Contracting Officer is the final authority on validating complaints. If the Contractor personnel are involved and named in a validated complaint, the Government reserves the right to refuse acceptance of the services of such personnel. This does not preclude refusal in the event of incidents involving physical or verbal abuse. The final arbiter on questions of acceptability is the

Contracting Officer.

17. Subcontractors

All individuals that provide services under this contract and are not employees of the

Contractor will be regarded as Subcontractors. The Contractor shall be responsible and accountable for the quality of care delivered by any and all of its Subcontractors. The

Contractor shall be responsible for strict compliance of all contract terms and conditions without regard to who provides the service. The parties agree that the Contractors, its employees, agents and subcontractors shall not be considered VA employees. Please reference clause “Limitation on Subcontracting” included in section C of this solicitation.

18. Substitution of Personnel

The Contractor shall utilize the personnel named in its proposal 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, resignation from the contractor’s employ, the contractor shall promptly submit to the

Contracting Officer and COR, in writing, a detailed explanation of the circumstances necessitating the substitution in 30 days. The Contractor shall submit this request in writing, along with a resume for the proposed substitute, and any other information that may be needed to approve or disapprove the proposed substitution. Any substitution of personnel shall occur without any increase to the contract price and without delay in the performance or delivery of services to the Government.

http://www.opm.gov/hr_practitioners/lawsregulations

The Government shall have the right to require replacement of any contractor or subcontractor employee assigned to work on this contract, if the employee is determined not to possess the experience, education, credentials 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 shall meet the Personnel requirements stated in the contract.

19. Contractor Liaison

The Contractor shall designate one employee who shall be responsible for the performance of the work under this contract. The Contractor Liaison shall have full authority to act for the Contractor on all matters relating to the daily operation of this contract. The Contractor Liaison may be personnel performing under this contract. An alternate may be designated, but the Contractor shall identify, in writing, those times when the alternate shall act as the liaison.

Contractor Liaison:

Phone:

Fax:

Email Address:

20. Alcohol/Drug Screening

Contractor is responsible for ensuring their employees are not using alcohol or illegal drugs and may be subject to random alcohol/drug testing performed by the Contractor.

They are also subject to alcohol/ drug testing when there is a reasonable suspicion that they use or are impaired by alcohol or illegal drugs while on duty. Reasonable suspicion of alcohol/drug use or impairment includes, but is not limited, to the following:

a. Observable phenomena, such as direct observation of drug use, possession or the physical symptoms of being under the influence of a drug;

b. A pattern of abnormal conduct or erratic behavior;

c. Arrest or conviction for a drug-related offense or the identification of a

Contractor physician as the focus of a criminal investigation into illegal drug possession, use or trafficking;

d. Information provided either by reliable and credible sources or independently corroborated;

e. Newly discovered evidence that the contract personnel has tampered with a previous drug test.

21. Patient Sensitivity

The Contractor shall respect and maintain the basic rights of patients, demonstrating concern for personal dignity and human relationships.

22. Health Requirements

The Contractor certifies that all contract employees have received the following testing/immunizations within the past year and shall maintain coverage during the contract period:

1. Tuberculosis Testing – the PPD test or radiological exam shall be repeated annually.

2. Rubella Testing – all…