RFQ 36C25626Q0019 rev 1 8 .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

36C25626Q0019 01-12-2026

Karen Battie 318-990-5960 01-23-2026

2:00 PM CST

36C256

Department of Veterans Affairs

Network Contracting Office 16

1800 Buckner Street Suite C200

Shreveport LA 71101

X

623220

$19 Million

N/A

36C580

Department of Veterans Affairs

Michael E. DeBakey VA Medical Center

2002 Holcombe Boulevard

Houston TX 77030

36C256

Department of Veterans Affairs

Network Contracting Office 16

1800 Buckner Street, Suite C200

Shreveport LA 71101

FSC e-Invoice Payment http://www.fsc.va.gov/fsc/einvoice.asp

Invoice Setup Information 1-877-489-6135

Invoice must be submitted electronically

See CONTINUATION Page

Contractor shall provide Sober Living Residential Services in support of Michael E. DeBakey Veteran Affairs Medical

(Center (VAMC) in Houston TX located within a 15 mile radius

See Price/Cost Schedule of Services and Performance Work

Statement (PWS) for details.

See CONTINUATION Page

X 1(one)

Melanie Hawley

VA VHA 2020 AC3434AE75

36C25626Q0019

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 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 PERFORMANCE WORK STATEMENT (PWS)

B.4 IT Contract Security

SECTION C - CONTRACT CLAUSES

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

AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.252-6 AUTHORIZED DEVIATIONS IN CLAUSES (NOV 2020)

C.3 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.4 52.216-18 ORDERING (AUG 2020)

C.5 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.6 52.216-22 INDEFINITE QUANTITY (DEVIATION) (NOV 2025)

C.7 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.8 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR

1984)

C.9 52.240-91 SECURITY PROHIBITIONS AND EXCLUSIONS (NOV 2025)

(DEVIATION)

C.10 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

C.11 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.12 VAAR 852.204-70 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR

PERSONNEL (MAY 2020)

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

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

C.14 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED

SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023)

(DEVIATION)

C.15 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)

(DEVIATION)

C.16 VAAR 852.222-71 COMPLIANCE WITH EXECUTIVE ORDER 13899

(DEVIATION)(APR 2025)

C.17 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(NOV 2018)

C.18 VAAR 852.237-70 INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE

(OCT 2019)

C.19 VAAR 852.237-74 NON-DISCRIMINATION IN SERVICE DELIVERY (OCT 2019)

C.20 VAAR 852.237-75 KEY PERSONNEL (OCT 2019)

C.21 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) ..61

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

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

COMMERCIAL SERVICES (SEP 2023)

E.2 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.3 52.216-1 TYPE OF CONTRACT (APR 1984)

E.4 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.5 52.219-1 SMALL BUSINESS PROGRAM REPRESENTATIONS (FEB 2024)

E.6 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.7 VAAR 852.209-70 ORGANIZATIONAL CONFLICTS OF INTEREST (OCT 2020) ..74

E.8 52.240-90 SECURITY PROHIBITIONS AND EXCLUSIONS REPRESENTATIONS

AND CERTIFICATIONS (NOV 2025) (DEVIATION)

E.9 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

E.10 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

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:

Authorized person to sign:

Title:

Phone #:

E-mail:

Billing/Invoicing Contact Person:

Phone #:

E-Mail:

Tax ID No.:

DUNS:

SAM UEI:

b. GOVERNMENT: Contracting Officer: 36C256 (station 520)

Melanie Hawley, Contracting Officer (NCO16)

Department of Veterans Affairs

400 Veterans Ave

Biloxi, MS 39531-2410

E-Mail: Melanie.Hawley@va.gov

Phone: 228-523-4394

Karen Battie, Contract Specialist (NCO16)

Department of Veterans Affairs

1800 Buckner Street

Shreveport, LA 71101

Email: Karen.Battie@va.gov

Contracting Officer Representative:

Will be designated and provided at time of award.

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with FAR 52.232-33, Payment by Electronic Funds

Transfer- System for Award Management.

mailto:Melanie.Hawley@va.gov mailto:Karen.Battie@va.gov

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] monthly

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted according to Section B.3 PWS Paragraph 6.2. Payments will be made electronically by:

Department of Veterans Affairs

FSC

PO Box 149971 Austin, TX 78714-8971

SECURE FAX: Please review VA Handbook 6500 that requires the following statement on all fax cover sheets be included:

“This fax is intended only for the use of the person or office to which it is addressed and may contain information that is privileged, confidential, or protected by law. All others are hereby notified that the receipt of this fax does not waive any applicable privilege or exemption for disclosure and that any dissemination, distribution, or copying of this communication is prohibited. If you have received this fax in error, please notify this office immediately at the telephone number listed above.

5. Offerors in accordance with FAR clause 52.222-37, Employment Reports on Special

Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans, which is incorporated in this solicitation by reference (under FAR 52.212-5), and Public Law 105-

359, section 1354 (enacted October 31, 1998), the successful offeror must meet the reporting requirement as required by the clause. The contracting officer may require the successful offeror to furnish evidence that it has complied with requirements to file a

VETS-4212 Federal Contractor Report (formerly VETS-100) with the Department of

Labor for the preceding fiscal year (30 SEP) until Title 38 Section 4212(d) (weblink http://www.dol.gov/vets/vets4212.htm). For questions and information on filing VETS-

4212 reports, contract the VETS-4212 Processing Center at (866) 237-0275 or visit the

Department of Labor’s web site at http://www.dol.gov/vets/contractor/main.htm. and/or for further assistance or questions VETS4212-customersupport@dol.gov.

6. Offerors in accordance with FAR clause 52.222-54, Employment Eligibility Verification, which is incorporated in this solicitation by reference (under FAR 52.212-5), are required to enroll in and use the Department of Homeland Security (DHS), United States Citizenship and Immigration Services’ (USCIS) electronic employment eligibility verification program (E-Verify). The Federal government has a long-standing policy to only contract with businesses and other entities that abide by the immigration laws of the United States and to employ only individuals who are authorized to work. E-Verify is the best means to electronically confirm identity and employment authorization of employees working under covered Federal contracts, as required by clause 52.222-54. USCIS has enhanced the E-Verify website with resource information and outreach materials to assist with enrollment and use of E-Verify. USCIS routinely hosts free public webinars https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.dol.gov%2Fvets%2Fvets4212.htm&data=05%7C01%7C%7Cf77b9e64942848b4597a08dbe07d0072%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638350599721869128%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=kR7UPfoDy9DARLsPqQUDjIKEptTj0C%2B5FTTa2T0ca10%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.dol.gov%2Fvets%2Fcontractor%2Fmain.htm&data=05%7C01%7C%7Cf77b9e64942848b4597a08dbe07d0072%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638350599721869128%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=NbyloxCiAVd8wIhH1xq3WoEF62%2BuHoXbAcSVGhKeKWo%3D&reserved=0 mailto:VETS4212-customersupport@dol.gov https://www.e-verify.gov/calendar-field_date_and_time/month/201910 on E-Verify and has a detailed E-Verify guide specifically for federal contractors available at https://www.e-verify.gov/employers/federal-contractors.

7. Federal Acquisition Regulations require all contractors (to include Joint Ventures) conducting business with the Government be registered in the System Awards

Management System (SAM) online database for the provision of basic information relative to contract awards (see FAR Clause 52.212-4(t)). This may be accomplished at http://www.sam.gov. It is the responsibility of the contractor to renew this registration annually. Offerors are requested to ensure this information is the same as their W-9 filed by the contractor to the Internal Revenue System (IRS).

System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations. Examples include 52.222-25, Affirmative Action

Compliance, and paragraph (d) of 52.212-3, Offeror Representations and

Certifications—Commercial Products and Commercial Services. Contracting officers will not consider these representations when making award decisions or enforce requirements. Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM.

The resultant contract is a nonpersonal services contract in accordance with FAR

37.401.

https://www.e-verify.gov/employers/federal-contractors https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.sam.gov%2F&data=05%7C01%7C%7Cf77b9e64942848b4597a08dbe07d0072%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638350599721869128%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=n1319MrvISbVWBrIBxuPryxZmSXvOC9%2BpTVo2Eu4wto%3D&reserved=0

B.2 PRICE/COST SCHEDULE

Contractor is required to provide Sober Living services, in accordance with the terms and conditions stated herein and at the pricing stated below for the period of performance included below:

Contract Guaranteed Minimum and Contract Maximum

The fixed-price indefinite-delivery indefinite-quantity (IDIQ) contract will have a One (1) year period of performance with Five (5) Ordering Periods (FAR 52.217-8 is included).

All quantities are estimated. The total guaranteed minimum quantity of services that the

Government will acquire under this indefinite delivery, indefinite quantity (IDIQ) contract is $1,000.00, which also represents a bona fide need of the current fiscal year. The guaranteed minimum award amount is for the entire contract duration. The Contract maximum amount for the entire contract effort is $5,500,000.00.

Ordering Procedures:

Task orders within scope of the IDIQ contract will be issued unilaterally in accordance with the IDIQ Contract terms and conditions and bilaterally when change in terms and conditions is negotiated in accordance with contract clauses FAR 52.212-4 (c), FAR 52.216-18, FAR 52.216- 19 and FAR 52.216-22.

NOTE: Pricing from last order will apply to any extensions pursuant to FAR 52.217-8.

FAR 52.217-8 Option to Extend Services allows the CO to obtain additional services within the limits and at the rates specified in the contract for a period up to six months if the award of a follow-on contract is delayed due to circumstances beyond the control of the CO. Examples of circumstances causing such delays are bid protests and alleged mistakes in bid.

Note: when FAR clause 52.217-8 is included in the solicitation and the contract is for services only, evaluate the six-month extension as part of the Government’s initial evaluation. The contract rates may be adjusted only because of revisions to prevailing labor rates provided by the Secretary of Labor or those published rate changes utilized to price the contract. The CO may exercise the option provision more than once, but the total extension of performance hereunder should not exceed 6 months. The CO may exercise the option by written notice to the

Contractor within the period specified in the contract. Below is an example of the provision tailored by OGC to include the evaluation of FAR 52.217-8: “Evaluations of options”.

For purposes of award of this Contract, the Government intends to evaluate the option to extend services under FAR 52.217-8 as follows: The evaluation will consider the possibility that the option can be exercised at any time and can be exercised in increments of one to six months, but not for more than a total of six months during the life of the contract. The evaluation will assume that the prices for any option exercised under FAR 52.217-8 will be those rates in effect under the contract each time an option is exercised under this clause. The evaluation will therefore assume that the addition of the price or prices of any possible extension or extensions under FAR 52.217-8 to the total price for the basic requirement and the total price for the priced options has the same effect on the total price of all proposals relative to each other, and will not affect the ranking of proposals based on price, unless, after reviewing the proposals, the https://www.acquisition.gov/far/part-52#FAR_52_217_8 https://www.acquisition.gov/far/part-52#FAR_52_217_8

Government determines that there is a basis for finding otherwise. This evaluation will not obligate the Government to exercise any option under FAR 52.217-8.

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICS

ESTIMATED

QUANTITY UNIT UNIT PRICE

ESTIMATED

AMOUNT

14,235.00 DY $_____________ $____________

Contractor shall be required to provide Sober Living housing and services for an estimated 39 Veterans with substance use disorders who are participating in the Substance Disorders Treatment Program (SDTP) at the Department of Veterans Affairs Medical Center in Houston, TX. Unit of issue is each per member per day. Payment is limited to quantity of Veterans referred and provided services in accordance with the Performance Work Statement (PWS).

POP Begin: 1 March 2026 POP End: 28 February 2027

PRINCIPLE NAICS CODE: 623220- Residential Mental Health and Substance Abuse Facilities PRODUCT/SERVICE CODE: G004- Social Rehabilitation

14,235.00 DY $___________ $__________

Contractor shall be required to provide Sober Living housing and services for an estimated 39 Veterans with substance use disorders who are participating in the Substance Disorders Treatment Program (SDTP) at the Department of Veterans Affairs Medical Center in Houston, TX. Unit of issue is each per member per day. Payment is limited to quantity of Veterans referred and provided services in accordance with the Performance Work Statement (PWS).

POP Begin: 1 March 2027

POP End: 28 February 2028

PRINCIPLE NAICS CODE: 623220- Residential Mental Health and Substance Abuse Facilities

14,235.00 DY $____________ $______________

Contractor shall be required to provide Sober Living housing and services for an estimated 39 Veterans with substance use disorders who are participating in the Substance Disorders Treatment Program (SDTP) at the Department of Veterans

Affairs Medical Center in Houston, TX. Unit of issue is each per member per day.

Payment is limited to quantity of Veterans referred and provided services in accordance with the Performance Work Statement (PWS).

POP Begin: 1 March 2028 POP End: 28 February 2029

PRINCIPLE NAICS CODE: 623220- Residential Mental Health and Substance Abuse Facilities

14,235.00 DY $______________ $_______________

Contractor shall be required to provide Sober Living housing and services for an estimated 39 Veterans with substance use disorders who are participating in the Substance Disorders Treatment Program (SDTP) at the Department of Veterans Affairs Medical Center in Houston, TX. Unit of issue is each per member per day.

Payment is limited to quantity of Veterans referred and provided services in accordance with the Performance Work Statement (PWS).

POP Begin: 1 March 2029 POP End: 28 February 2030

PRINCIPLE NAICS CODE: 623220- Residential Mental Health and Substance

14,235.00 DY $________________ $_________________

Contractor shall be required to provide Sober Living housing and services for an estimated 39 Veterans with substance use disorders who are participating in the Substance Disorders Treatment Program (SDTP) at the Department of Veterans Affairs Medical Center in Houston, TX. Unit of issue is each per member per day.

Payment is limited to quantity of Veterans referred and provided services in accordance with the Performance Work Statement (PWS).

POP Begin: 1 March 2030 POP End: 28 February 2031

PRINCIPLE NAICS CODE: 623220- Residential Mental Health and Substance

ESTIMATED

GRAND TOTAL $____________

B.3 PERFORMANCE WORK STATEMENT (PWS)

1 GENERAL:

1.1. GENERAL: The Contractor shall be responsible for providing “sober living” housing to 10 -

39 Veterans with substance use disorders who are participating in the Substance Disorders Treatment Program (SDTP) at the Department of Veterans Affairs Medical Center in Houston, TX. The goal of the contract is to facilitate recovery from substance use disorders by providing a safe, supportive place to live while Veterans engage in treatment.

1.2. BACKGROUND. MEDVAMC provides comprehensive medical and mental health care for

Veterans which, along with emergency and acute-medical and mental health inpatient care, provides outpatient care for substance use disorders including case management, a range of levels of care for substance use disorder, and medication management. The contractor shall offer a safe, secure, recovery-oriented environment and social community. The Contractor will not be required to provide detoxification or other hospital level treatment – those services will be provided by the VA at VA facilities.

1.3. Eligible Veterans served shall include Veterans diagnosed with substance use disorders who are physically and mentally capable of leaving the building unaided, in the event of an emergency and willing to comply with rules and regulations of the facility.

1.4. The Contractor may provide services and accommodations to either men or women or both as long as those services provide safety and appropriate protection of the individuals.

Contractor shall ensure appropriate safety precautions are in place to reduce the risk of harm, especially with regard to women and children.

1.5. PLACE OF PERFORMANCE: All services shall be provided at the Contractor’s facility and shall be located within a 15 mile radius of the Michael E. DeBakey Veteran Affairs Medical Center (VAMC) 2002 Holcombe Boulevard, Houston TX 77030-4298

1.6. AUTHORITY: FAR Parts 12 – Acquisition of Commercial Items, FAR Part 13 Simplified Acquisition Procedures, FAR 13.5 Simplified Procedures for Certain Commercial Items, FAR

16.5 Indefinite Delivery Contracts.

1.7. POLICY AND REGULATIONS: Contractor shall comply with all applicable policy and regulations, including, but not limited to the following:

1.7.1. Privacy Act of 1974 (5 U.S.C. 552a) as amended

http://www.justice.gov/oip/foia_updates/Vol_XVII_4/page2.htm

1.7.2. VHA Handbook 1605.1, Privacy and Release of Information http://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=1423

1.7.3. Health Insurance and Accountability Act of 1996 (HIPAA) https://www.cms.gov/Regulations-and-Guidance/Administrative-Simplification/HIPAA- ACA/index.html

1.8. DEFINITIONS/ACRONYMS:

1.8.1. CO: Contracting Officer

1.8.2. COR: Contracting Officer’s Representative

1.8.3. COS: Chief of Staff

http://www.justice.gov/oip/foia_updates/Vol_XVII_4/page2.htm http://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=1423 https://www.cms.gov/Regulations-and-Guidance/Administrative-Simplification/HIPAA-ACA/index.html https://www.cms.gov/Regulations-and-Guidance/Administrative-Simplification/HIPAA-ACA/index.html

1.8.4. CPARS: Contractor Performance Assessment Reporting System

1.8.5. ISO: Information Security Officer

1.8.6. PWS: Performance Work Statement

1.8.7. QA/QI: Quality Assurance/Quality Improvement

1.8.8. QM/PI: Quality Management/Performance Improvement

1.8.9. QASP: Quality Assurance Surveillance Plan

1.8.10. Length of Stay (LOS)

1.8.11. VA: Veterans Affairs

1.8.12. VAMC: Veterans Affairs Medical Center

1.8.13. VHA: Veterans Health Administration

1.9. BILLING DEFINITIONS:

1.9.1. Length of Stay (LOS): The LOS is the period covered by the individual Unit Price.

The LOS begins on the date of admission at the Contractor’s facility and will end upon the date of discharge from the Contractor’s facility. Additional days beyond the LOS for each CLIN will be reimbursed at the daily rate prescribed on the Price Schedule for each CLIN.

2. FACILITY

2.1. It is the responsibility of the Contractor to properly maintain its facilities and the VA shall have no responsibility for paying or reimbursing the Contractor for such expenses. The contract facility must:

2.1.1 Have a current occupancy permit issued by the local and/or state governments (as appropriate) in the jurisdiction where the facility is located.

2.1.2 Be in compliance with existing standards of State safety codes and local, and/or State health and sanitation codes.

2.1.3 Certified by the National Association of Recovery Residences (for which VA will pay a premium) or registered with City of Houston as compliant with local ordinance as lodging or boarding facility as appropriate.

2.1.4 Be equipped with operational air conditioning/heating systems

2.1.5 Be kept clean, free of dirt, grime, mold, or other hazardous substances and damaged noticeably detract from the overall appearance.

2.1.6 Be equipped with first aid equipment (to include Naloxone) and posted evacuation plans in case of emergency.

2.1.7 Have windows and doors that can be opened and closed in accordance with manufacturer standards.

2.2. The contractor facility must meet fire safety requirements, as follows:

2.2.1. The building must meet the requirements of the applicable residential occupancy chapters of the current version of NFPA 101, National Fire Protection Association's Life Safety Code. Any equivalencies or variances must be approved by the appropriate Veterans Health Administration Veterans Integrated Service Network (VISN) Director.

2.2.2. All residents in the facility must be mentally and physically capable of performing their own activities of daily living and of leaving the building, unaided, in the event of an emergency.

2.2.3. Fire exit drills must be held at least quarterly. Residents must be instructed in evacuation procedures when the primary and/or secondary exits are blocked. A written fire plan for evacuation in the event of fire shall be developed and reviewed annually. The plan shall outline the duties, responsibilities and actions to be taken by the staff and residents in the event of a fire emergency. This plan shall be implemented during fire exit drills.

2.2.4. Conduct an Emergency Disaster Evacuation Drill and submit corresponding Plan to SDTP Program Director, SDTP Sober Living Contract Liaison, or designee annually.

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

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

2.2.7. Requirements for fire protection equipment and systems shall be in accordance with NFPA

101. All fire protection systems and equipment, such as the fire alarm system, smoke detectors, and portable extinguishers, shall be inspected, tested and maintained in accordance with the applicable NFPA fire codes and the results documented.

2.2.8. The annual inspection by a VA team required by paragraph 2.4 shall include a fire and safety inspection conducted at the facility unless a review of past Department of Veterans Affairs inspections or inspections made by the local authorities indicates that a fire and safety inspection would not be necessary, in which case the fire and safety inspection may be waived by the VA.

2.3. The contractor facility must develop Integrated Pest Management Plan (IPM)

2.3.1. The purpose of an IPM Program is to forestall or prevent infestation, and to control or eliminate existing infestation.

2.3.2. Preventive pest management is considered to be the most economical and effective means of protecting our patients, employees, visitors and Government property.

2.3.3. An optimum program depends on the cooperation of all personnel. A facility memorandum on this subject should be issued stating responsibilities and procedures necessary for a successful program. In addition, a pest management information program should be given to all personnel and it should identify responsible program officials, including their titles, location, phone numbers.

2.3.4. Recording and Reporting. All pest management operations, to include all

2.3.5. Chemical and non-chemical work, are to be recorded and reported and such records maintained for the VA inspections. As a minimum, records must show the:

(1) Date of service.

(2) Target pest.

(3) Location of the specific room, area, or building where the work is performed.

(4) Operational activity or function; e.g., baiting, spraying, dusting, trapping, mechanical, structural.

(5) Pesticide used.

(6) EPA registration number of the pesticide.

(7) Percentage of mix used in dilution.

(8) Amount of pesticide used expressed in pounds of active ingredient.

(9) Applicator or operator and the applicator’s certification identity.

2.4. INSPECTION OF FACILITY AND PROGRAM.

2.4.1. Prior to contract award and annually during the contract term, a multidisciplinary VA team consisting of a social worker, dietitian, registered nurse, a representative of the VA Police, and a Facilities Management Safety Officer, and other subject matter experts as determined necessary by the medical center director or SDTP Sober Living Contract Liaison shall conduct a survey of the Contractor’s facilities to assure the facility functions in an effective and safe manner. Inspections may also be carried out at such other times as deemed necessary by the Department of Veterans Affairs.

2.4.2. The contractor will be advised of the findings of the inspection team. If deficiencies are noted during any inspection, the contractor will be given a reasonable time to take corrective action and to notify the Contracting Officer that the corrections have been made. A contract will not be awarded until noted deficiencies have been eliminated. Failure by the Contractor to take corrective action within a reasonable time will be reported to the VA Contracting Officer. If corrections are not made to the satisfaction of the VA, the Contracting Officer will consult with the appropriate officials so that suitable arrangements can be made to discontinue plans to award a contract, or to discharge or transfer patients and to terminate the existing contract, as appropriate

2.4.3. The inspection of the Contractor facilities will include inspection for conformity to the current Life Safety Code and will also include the following:

2.4.3.1 General observation of residents to determine if they maintain an acceptable level of personal hygiene and grooming.

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

2.4.3.3 Determining whether the facility is in attractive surroundings conducive to social interaction and the fullest development of the resident's rehabilitative potential.

2.4.3.4 Observation of facility operations to see if appropriate organized activity programs are available during waking hours (including evenings) and degree to which a high level of activity is observed in the facility.

2.4.3.5 Seeking evidence of facility-community interaction, demonstrated by the nature of scheduled activities or by information about resident flow out of the facility, e.g., community activities, volunteers, local consumer services, etc.

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

2.4.3.7 Inspecting the meals, types of snacks or other occasional food consumed by residents to see if it is provided in a setting which encourages social interaction and if nutritious snack options between meals and bedtime are available for those requiring or desiring additional food, when it is not medically contraindicated.

2.4.3.8 Making a spot check of veterans’ records to ensure accuracy with respect to veterans’ orientation to facility, individual goal-setting, progress towards goals, length of stay and discharge status/plan.

2.4.3.9 All Department of Veterans Affairs reports of inspection of residential facilities shall, to the extent possible, be made available to all government agencies charged with the responsibility of licensing or otherwise regulating or inspecting such institutions.

2.4.3.10 Quarterly reports identifying the agency’s current performance metrics along with quarterly surveys from veterans enrolled in the program are required to be submitted to the VA SDTP Program Director, SDTP Sober Living Contract Liaison, or designee.

2.5. HOURS OF OPERATION:

2.5.1. Services shall be available from the contractor 24 hours per day, seven days per week, including weekends and federal holidays. Contractor must provide coverage for all required shifts, including nights, weekends and holidays. Sunday through Saturday includes federal holidays as outlined in the next paragraph.

2.6. FEDERAL HOLIDAYS: The following holidays are observed by the Department of Veterans Affairs:

1. New Year’s Day

2. Washington’s Birthday

3. Martin Luther King’s Birthday

4. Memorial Day

5. Juneteenth Holiday

6. Independence Day

7. Labor Day

8. Columbus Day

9. Veterans Day

10. Thanksgiving

11. Christmas

12. Any day specifically declared by the President of the United States to be a national holiday.

3. CONTRACTOR RESPONSIBILITIES:

3.1 The Contractor shall furnish each Veteran referred for care under this contract with the following basic services:

3.1.1. HOUSING: Room to include a bed and other furnishings such as a dresser, storage, and personal linens (towels, bed sheets and pillows). Veterans shall have access to handicapped accessible rooms as indicated. The facility will provide hands-on attention to Veterans’ needs that are of a social or mental health that do not require the skilled care services of a nursing home facility. Veterans must have access to an operable, non-paying telephone in a private location, both to make and receive personal calls.

3.1.2. LAUNDRY FACILITIES: On site laundry facilities for residents to do their own laundry or to have laundry done.

3.1.3. RECOVERY ORIENTED SUPPORT:

(1) Written structure for recovery housing (house orientation, rules to include resident observation of curfew, expectations around abstinence violation/relapse and consequences of violation of such, grievance policy, and requirement of participation in MEDVAMC Substance Disorders Treatment Program).

(2) Weekly recovery support meetings and life skills building including financial responsibility, cooking (if applicable), volunteering, personal hygiene/grooming, and successfully reintegrating into the job market.

(3) Supervision and recovery support for the residents at recovery homes. Staff cultivate the residents’ sense of belonging and responsibility for community.

(4) Data collection (conditions of discharge, relapse rates, engagement in productive activities including employment/education) with expectation of developing benchmarks and standards for successful performance on relevant dimensions negotiated between contractor and VA.

(5) Weekly individual goal-setting meetings and a peer-to-peer community-based structure of recovery.

(6) Coordination with VA program staff which will provide therapeutic and psychosocial services on-site at the Recenter and MEDVAMC.

(7) Residents engage in governance and leadership.

(8) Contractor staff model prosocial behavior and relationship enhancement skills.

3.1.4. NUTRITIONAL SUPPORT

Contractor will either provide meals and/or assure processes are in place such that Veterans have access to groceries, equipment, structure, training and/or oversight (as needed) to enable meal preparation appropriate to satisfy nutritional needs.

3.1.5. MEDICATION STORAGE

Medication will be stored by the Veteran in a locked cabinet, drawer or other locked storage container. Duplicate keys for the Veteran’s Locked storage container and room must be available to the veteran and the administrator, on-site manager or designated staff.

3.1.6. Case records shall be maintained in security and confidence as required by the Health Insurance Portability and Accountability Act (HIPAA). Contractor shall comply with applicable requirements of the Confidentiality of Alcohol and Drug Abuse Patient Records (42 CFR Part II) and the Confidentiality of Certain Medical Records (38 USC 7332).

3.1.7. The contractor shall comply with the principles listed in 38 CFR 17.707(b) to provide housing and supportive services in a manner that is free from religious discrimination.

3.1.8 SUPPLEMENTAL SERVICES. All services shall be provided at no additional charge to the stated daily fixed fee. Contractor may have the capacity to perform point of care testing for substances of misuse to be administered at the discretion of the contractor.

4. PERFORMANCE STANDARDS, QUALITY ASSURANCE AND QUALITY IMPROVEMENT

4.1 Quality Management/Quality Assurance Surveillance: Contract personnel shall be subject to Quality Management measures, such as patient satisfaction surveys, timely completion of medical records, and Peer Reviews. Methods of Surveillance: Focused Provider Practice Evaluation (FPPE) and Ongoing Provider Practice Evaluation (OPPE). Contractor performance will be monitored by the government using the standards as outlined in this Performance Work Statement (PWS) and methods of surveillance detailed in the Quality Assurance Surveillance Plan (QASP). The QASP shall be attached to the resultant contract and shall define the methods and frequency of surveillance conducted.

4.1.0 Patient Complaints: The CO will resolve complaints concerning Contractor relations with the Government employees or patients. The CO is final authority on validating complaints. In the event that The Contractor is involved and named in a validated patient complaint, the Government reserves the right to refuse acceptance of the services of such personnel.

4.1.1 Measure: Room Accommodation

Performance Requirement: Contractor must meet the requirement as outlined in Performance Work Statement Paragraph 3.1.1

Standard: All (100%) requirements met.

Acceptable Quality Level: 100%

Surveillance Method: Room Inspections , Customer Surveys, Direct.

4.1.2 Measure: Recovery Oriented Support.

Performance Requirement: Contractor shall meet the requirements as outlined in the Performance Work Statement Paragraph 3.1.3.

Standard: All (100%) requirements met.

Surveillance Method: Direct Periodic Reviews and spot checks

4.1.3 Measure: Medication

Performance Requirement: Contractor shall meet the requirements as outlined in the Performance Work Statement Paragraph 3.1.5

Standard: All (100%) requirements met.

Acceptable Quality Level: (95%)

Surveillance Method: Direct Periodic Reviews and spot checks.

4.1.4 Measure: Personnel

Performance Requirement: Contractor shall meet the requirements as outlined in the Performance Work Statement Paragraph 6.1

Standard: All (100%) Requirements met.

Surveillance Method: Direct Periodic Reviews and spot checks

4.1.5 Measure: Personnel Education and Training

Performance Requirement: Contractor shall perform services as outlined in Performance Work Statement paragraph 6.2.

Standard: All (100%) Requirements met.

Acceptable Quality Level: 95-100%

Surveillance Method: Direct Periodic Reviews and spot checks.

5. CPARS

5.1 As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates Contractor past performance on all contracts that exceed the Simplified Acquisition Threshold and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the Contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database, CPARS, which is maintained by the Naval Sea Logistics Center in Portsmouth, New Hampshire. CPARS has connectivity with the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal agencies. PPIRS is the system used to collect and retrieve performance assessment reports used in source selection determinations and completed CPARS report cards transferred to PPIRS. CPARS also includes access to the federal awardee performance and integrity information system (FAPIIS). FAPIIS is a web-enabled application accessed via CPARS for Contractor responsibility determination information.

5.2 Each Contractor whose contract award is estimated to exceed the Simplified Acquisition Threshold requires a CPARS evaluation. A government Focal Point will register your contract within thirty days after contract award and, at that time, you will receive an email message with a User ID (to be used when reviewing evaluations). Additional information regarding the evaluation process can be found at www.cpars.gov or if you have any questions, you may contact the Customer Support Desk @ DSN: 684-1690 or COMM: 207-438-1690.

5.3 Failure for the Contractor’s representative to respond to the evaluation within those sixty

(60) days, will result in the Government’s evaluation being placed on file in the database with a statement that the Contractor failed to respond; the Contractor’s representative will be “locked out” of the evaluation and may no longer send comments.

6. ADDITIONAL CONTRACT REQUIREMENTS

6.1. The Contractor will employ sufficient personnel to carry out the policies, responsibilities, and the program for the facility. There must be, as a minimum, at least one administrative staff member, or designee of equivalent professional capability, on duty on the premises or residing at the house and available for emergencies 24 hours a day, 7 days a week.

6.2. The Contractor shall assign to this contract personnel that by education and training (and, when required, certification or licensure) are qualified to provide the Basic Services and Supplemental Services required by this SOW.

6.3. The Contractor must identify each person functioning as “Key Personnel” under this contract and provide to the VA a description of the duties of such person, together with a resume summarizing that person’s relevant skills and experience.

6.4. During the first ninety (90) calendar days of contract performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death, http://www.justice.gov/oip/foia_updates/Vol_XVII_4/page2.htm or termination of employment. Within 14 days after substitutions necessitated by situations described above, the Contractor shall provide resumes for the substitute key personnel. For substitutions proposed by the Contractor after the initial 90 calendar day period, the Contractor shall provide resumes for the substitute personnel, together with any other additional information requested by the Contracting Officer, at least 15 days before the substitution is to occur. The Contracting Officer shall notify the Contractor within fifteen (15) calendar days after receipt of all required information if the VA refuses to accept the substitute key personnel. The VA reserves the right to refuse or revoke acceptance of key personnel if personal or professional conduct, or lack of required skills or experience, jeopardizes patient care or interferes with the regular and ordinary operation of the facility.

6.5 Temporary substitutions of key personnel shall be permitted in accordance with the Contractor’s contingency plan. The Contractor’s contingency plan to be utilized if personnel leave Contractor’s employment or are unable to continue performance in accordance with the terms and conditions of the resulting contract must be submitted as part of the Contractor’s offer.

7. REFERRALS

7.1The VA is responsible for determining eligibility of Veterans prior to referral to the Contractor for treatment. A written MEDVAMC SDTP “Sober Living Authorization Voucher” (hard copy, fax or e-mail are acceptable) signed by an authorized VA ordering officer shall be provided to the Contractor for each Veteran referred for services under the contract.

7.2 The Contractor will have the option to conduct additional screening of VA eligible Veterans to maximize appropriate placement based on Contractor’s available services. Any Veteran deemed inappropriate for admission will require a written rationale from Contractor.

7.3 The initial referral period for a Veteran may be up to ninety days depending upon the needs of the Veteran as mutually determined by the Veteran and the Contracting Officer’s Representative (COR). An extension of the referral period up to a total of 6 months may be authorized by the COR, Program Manager and/or Contract Liaison provided that funding is available. Treatment periods more than 6 months for individual Veterans must be authorized by the Medical Center Director or Designee.

8. ABSENCES AND CANCELLATION – (GPD Leave of Absence Rule)

8.1. The Contractor shall notify the VA of unauthorized absences by a referred Veteran from the facility no later than the next business day. A Veteran who is absent without approval from Contractor with no expectation of returning may be discharged after 24 hours and the appropriate exit form must be completed. Should a Veteran absent himself/herself from the Contractor’s facility payment for services for that Veteran “can” be continued for a maximum period of “72-hours,” provided there is an active outreach attempt on the part of the Contractor’s staff to return the Veteran to the facility and there is a reasonable belief that the Veteran will return. The Contractor may authorize Veteran for a 72 hour up to 14-day leave of absence for clinically appropriate reasons; however, the Contractor can only bill for the first 72 hours. The Contractor has the option of discharging the Veteran after the first 72 hours if the bed is not being held for the Veteran. Even if the provider holds the bed open for the Veteran, the Contractor must discharge the Veteran after the 14th day of absence. When and if the Veteran returns after the 14th day, it is considered a separate episode of care, and the Veteran must reappear on the given month’s admission list. If the Veteran has an approved absence and returns to the program in less than 14 days, there is no need to readmit the Veteran. However, the Contractor can only bill for 3 of those absent days (first 72 hours). The next consecutive 11 days will be considered no bill. Management of program dropout will be an element of quality assurance review of this program.

8.2. 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.

8.3. The Contractor shall notify the authorizing VA facility immediately when a medical or mental health emergency occurs that requires hospitalization of a referred Veteran. It is agreed that the Veteran will be admitted to the appropriate VA facility. When such admission is not feasible because of the nature of the emergency, it is agreed that hospitalization in a non-federal hospital may be accomplished if VA authorization is obtained. If hospitalization of a non-emergency nature is required, it is agreed that admission to the appropriate VA facility will be accomplished promptly. Contractor is required to provide a copy of Standard Operating Procedures for handling patients with psychotic/suicidal patients behavior immediately to the

COR.

8.4. The Contractor shall notify the authorizing VA facility immediately of any incidents involving veterans residing in the residential program. The Contractor shall notify the COR and SDTP Contract Liaison by telephone during the hours of 8:00am and 4:30pm. For all incidents that occur after normal business hours, the Contractor should notify the MEDVAMC Administrator on Duty (AOD) @ (713) 791-1414. The Contractor shall provide the SDTP Contract Liaison and the COR with a copy of the incident report within 24 hours. The contractor shall maintain a copy of the incident report in the Veteran’s case record.

9. CONTRATOR STAFF CONDUCT/COMPLAINTS HANDLING

9.1. Contractor personnel shall be expected to treat referred Veterans with dignity and respect and abide by standards of conduct mirroring those prescribed by current federal personnel regulations.

The Contractor shall comply with the VA Patient's Bill of Rights as set forth in 38 CFR 17.34a (copy available upon request).

9.2. The VA reserves the right to exclude Contractor staff members from providing services to Veterans under this contract based on breaches of conduct, including conduct that jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by Veterans or other staff members to designated Government representatives. The Contractor and Contracting Officer’s Technical Representative shall deal with issues raised concerning contractor personnel conduct. The Contracting Officer shall be the final arbiter on questions of acceptability and in validating complaints.

10. TRANSPORTATION

Contractor shall provide Veterans with information regarding public transportation and/or assist with coordination of VA provided transportation services for follow-up appointments at the VA.

VA will pay a premium for contractors who provide transportation for Veterans to and from appointments with SDTP for Intensive Outpatient Programming.

11. CONTRACT CHANGES/TECHNICAL DIRECTIONS.

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that shall affect price, quantity or quality of performance of this contract.

IN THE EVENT THE CONTRACTOR AFFECTS ANY SUCH CHANGE AT THE DIRECTION

OF ANY PERSON OTHER THAN THE CONTRACTING OFFICER WITHOUT AUTHORITY,

NO ADJUSTMENT SHALL BE MADE IN THE CONTRACT PRICE TO COVER AN

INCREASE IN COSTS INCURRED AS A RESULT THEREOF.

The COR will be responsible for the overall technical administration of this contract as outlined in the COR Delegation of Authority, including monitoring of the Contractor’s performance.

B.4 IT Contract Security

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

1. GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations,…