S02-36C24522Q0274 HUD-VASH CASE MANAGEMENT-01-26-2022.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. DUNS: DUNS+4:

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. 2/2012)

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

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 105

36C24522Q0274 01-27-2022

John Aston, Contract Specialist 410-642-2411 EXT. 26056 02-28-2022 12 pm ET

Department of Veterans Affairs VA Maryland Health Care System Contracting Officer (90C) P.O. Box 1000, Bldg. 101, Room 26 Perry Point MD 21902

X

Y

624229

$16.5 Million

N/A

Contracting Officer (90C)

Contracting Officer (90C)

PAYMENT WILL BE MADE BY

FSC e-Invoice Payment Invoice must be submitted electronically http://www.fsc.va.gov/einvoice.asp Invoice Setup Information 1-877-489-6135

See CONTINUATION Page

The DC VAMC is seeking a HUD-VASH Case Manager in accordance with the Performance Work Statement and its requirements.

Estimated Period of Performance: 03/04/2022-03/03/2025

Project Year One – 03/04/2022- 03/03/2023 Project Year two – 03/04/2023- 03/03/2024 Project Year three–03/04/2024- 03/03/2025

See CONTINUATION Page

X 1

Paschal L. Dawson Contracting Officer

36C24522Q0274

Table of Contents

SECTION A

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

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

PERIOD OF PERFORMANCE: 03/04/2022-03/03/2023

PERIOD OF PERFORMANCE: 03/04/2023-03/03/2024

PERIOD OF PERFORMANCE: 03/04/2024-03/03/2025

B.3 PERFORMANCE WORK STATEMENT

B.4 IT CONTRACT SECURITY

SECTION C - CONTRACT CLAUSES

C.1 52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR

PERSONNEL (JAN 2011)

C.2 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (OCT

2018)

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

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

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

C.6 52.219-6 NOTICE OF TOTAL SMALL BUSINESS SET-ASIDE (NOV2020)

C.7 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA

ACQUISITION OF COMMERCIAL ITEMS (APR 2020)

C.8 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING—MONITORING AND

COMPLIANCE (JUL 2018)

C.9 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.10 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (JAN 2021) (JUL

2020) (DEVIATION)

C.11 MANDATORY WRITTEN DISCLOSURES

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D1. CONTRACTOR RULES OF BEHAVIOR

D.2 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

D.3 WAGE AND DETERMINATION

D.4 BUSINESS ASSOCIATE AGREEMENT- NOTIFICATION

D5. CONTRACTOR CERTIFICATION: Immigration and Nationality Act of 1952, As Amended D.6 VHA Supplemental Contract Requirements for Combatting COVID-19

SECTION E - SOLICITATION PROVISIONS

E.1 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (OCT 2020)

E.2 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.3 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS (JUL 2021) . 82

INSTRUCTIONS FOR SUBMISSION OF QUOTES

E.4 52.212-2 EVALUATION—COMMERCIAL ITEMS (OCT 2014)

E.5 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL ITEMS (FEB 2021) (JUL 2020) (DEVIATION)

E.6 52.216-1 TYPE OF CONTRACT (APR 1984)

E.7 52.233-2 SERVICE OF PROTEST (SEP 2006)

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

1998)

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:

Name:

Address:

Point of Contact:

Email:

Phone:

b. GOVERNMENT:

John Aston, Administrative Contract Specialist Paschal L. Dawson, Contracting Officer Department of Veterans Affairs Department of Veterans Affairs VA Maryland Health Care System VA Maryland health Care System Contracting Officer (90C) Baltimore Annex P.O. Box 1000, Bldg. 101, Room 26 209 W Fayette Street, Suite D613 Perry Point MD 21902 Baltimore, MD 21201-3403 John.aston@va.gov paschal.dawson@va.gov 410-642-2411 x 26056 410-637-6508

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 mailto:John.aston@va.gov

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.

PAYMENT WILL BE MADE BY

FSC e-Invoice Payment Invoice must be submitted electronically http://www.fsc.va.gov/einvoice.asp Invoice Setup Information 1-877-489-6135

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

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

This is an Indefinite Delivery, Indefinite Quantity contract because it is impossible to determine with any certainty the amount of services that will be required under this contract. It is understood that no obligation will be incurred by DC VAMC except for services rendered under this contract pursuant to referrals issued by the DC VAMC for housing services to homeless Veterans. All deliverables and other documentation required by the Statement of Work shall be provided by the Contractor at no additional cost to the charges stated for Basic Services.

NOTE: All quantities are estimates only. The estimation is based on approximately 25 households in Montgomery and Prince Georges Counties in Maryland and also 75 households within Northern Virginia. The Government is not obligated to any specific quantity but shall be obligated to provide payments for all services provided in accordance with this solicitation.

PERIOD OF PERFORMANCE: 03/04/2022-03/03/2023

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

100 Households __________________ __________________ The Washington DC VA Medical Center shall contract with Community Based

Homeless Service Providers to provide case management services to include but not limited to linking Veterans and their families who are homeless or at risk of becoming homeless and have a HUD VASH voucher to appropriate services based on needs assessment. As well as, assisting them in obtaining housing and attain self-sufficiency, in accordance with all terms, conditions, provisions and requirements listed herein

TOTAL ________________

PERIOD OF PERFORMANCE: 03/04/2023-03/03/2024

ITEM

NUMBER

DESCRIPTION OF

Homeless Service Providers to provide case management services to include but not limited to linking Veterans and their families who are homeless or at risk of becoming homeless and have a HUD VASH voucher to appropriate services based on needs assessment. As well as, assisting them in obtaining

TOTAL ________________

PERIOD OF PERFORMANCE: 03/04/2024-03/03/2025

ITEM

NUMBER

DESCRIPTION OF

Homeless Service Providers to provide case management services to include but not limited to linking Veterans and their families who are homeless or at risk of becoming homeless and have a HUD VASH voucher to appropriate services based on needs assessment. As well as, assisting them in obtaining

TOTAL

GRAND TOTAL

B.3 PERFORMANCE WORK STATEMENT

The contractor shall provide the Washington DC Department of Veterans Affairs Medical Center (DC-VAMC) community based Housing and Urban Development-VA Supportive Housing (HUD- VASH) case management services to include but not limited to linking Veterans and their families who are homeless or at risk of becoming homeless to appropriate services based on needs assessment, as well as assisting them in obtaining housing and attain self-sufficiency, in accordance with all terms, conditions, provisions and requirements listed herein. The period of performance for these services is three years. This will be a multiple award to serve the areas mentioned below in Northern Virginia and Montgomery County & Prince Georges County in Maryland respectfully, if more than one contractor is needed for the catchment area.

BACKGROUND

Ending homelessness among Veterans and their families have been one of Veterans Affairs Administration initiative. The DC VAMC has a goal of ending homelessness among Veterans by having a housing placement when every Veteran who desires housing can be placed. We recognized that a “cookie cutter” approach to housing and serving the homeless population is defeating. Therefore, to fulfill the “Zero Tolerance” goal, the DC VA Medical Center partnered with a community service provider to provide HUD-VASH Case Management Services, utilizing the Housing First Model. The program provided in home case management services and housing support to the most vulnerable formally homeless Veterans. This partnership has been in place for the past ten years and has been extremely successful in housing and keeping some of the hardest to engage population housed. This program has had zero recidivism over the last ten years. As a result, the DC VA Medical Center has opted to maintain this service through contracting as the current contract will expire August 2020. As a result of the benefits of this model to the Government, the DC VA Medical Center is seeking to partner with a community agency (or agencies) to provide HUD-VASH case management services to homeless Veterans in Northern Virginia (Alexandria City, Arlington County, Fairfax County, Loudoun County, and Prince William County) who might or might not be medically vulnerable requiring intensive HUD- VASH case management services. Additionally, we are seeking an additional or same community provider to provide said services (for the medically vulnerable) in Montgomery and Prince George’s County, Maryland.

The Health Care for Homeless Veterans (HCHV) Contracted HUD-VASH Case Management Service is an opportunity to “meet Veterans and their families where there are”; employing a housing first model to rapidly reduce Veteran homelessness to those who present with various vulnerabilities to include but not limited to serious medical and mental illness, co-occurring and substance use disorder.

The DC VAMC recognizes that there are services that a community provider is able to make available to veterans that the VA might not have or able to provide, additionally, there are veterans who would rather be served by a community provider whom they are familiar with rather than the VA. Therefore, The DC VAM will leverage its partnership through contracting with other Community and or State agencies to making available HUD-VASH case management services for consumers of vouchers awarded in Northern Virginia and 25 medically vulnerable HUD-VASH voucher recipients requiring intensive case management residing in Montgomery and Prince George’s County Maryland. These consumer Veterans must be selected through the Coordinated Entry process, referred by the VA, or agency outreach efforts, meet the VA and HUD definition for homeless and or chronically homeless as authorized in 38 U.S.C. 2002(1) and The McKinney-Vento Homeless Assistance Act, as amended by S.

896 The Homeless Emergency Assistance and Rapid Transition to Housing (HEARTH) Act of 2009. NOTE: see http://www.hudhre.info/hearth/. and eligible for Veteran Health Administration (VHA) services. The HUD-VASH Program is described in the VHA Handbook http://www.hudhre.info/hearth/

1162.05. Please click on the following link for more details.

http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=2040).

The program’s goal will be for a HUD-VASH case management clinical team to assist homeless veterans to achieve housing stability by providing services such as outreach and engagement, securing housing, and intensive long-term case management.

DC VAMC is seeking to contract with a Community Homeless Service Agency/Provider to providing HUD-VASH Case Management Services in a team fashion to homeless or at risk of becoming homeless Veterans and their families. Many of these Veterans have multiple conditions that make it difficult for them to navigate the system and advocate for their needs successfully. These conditions may include mental illness, substance use disorders, and other serious medical conditions. Many have been in and out of shelters or living on the streets for years. DC VAMC intends to utilize the services of the Contract Agency to provide HUD-VASH Case Management Services with a housing first approach to homeless Veterans and their families referred by the VA Medical Centers, Coordinated Entry from any jurisdiction served by the medical center or identified by the outreach efforts of the HUD-VASH Team.

1. The Contractor shall furnish services to the beneficiaries for whom such care is specifically authorized by the VA. It is understood that the type of Veteran to be cared for under this contract may require intensive case management services over and above the level of linking to services and stable housing.

2. The Contractor shall furnish each Veteran authorized care under this contract with the following basic services:

a. Needs Assessment and coordination of services

b. Linkage to resources based on needs

c. Intensive Case Management Services determined to be needed by the Veteran and his/her family in a plan developed by the Contractor with consultation from the Veteran and the HCHV staff and/or other appropriate service providers.

d. Appropriate housing placement as determined by the Contractor, HCHV Team, the Veteran and his/her family.

3. Services which the contractor and their Clinicians must be able to furnish or ensure the Veterans has access to but are not limited to, include:

i. Collaboration with the HCHV staff that will provide supportive services with admission and discharge from the program.

ii. Coordination of structured group activities as appropriate – examples include group therapy, social skills training, Alcoholics Anonymous, Narcotics Anonymous, vocational counseling, and physical activities as appropriate.

iii. Provide supportive counseling and advocacy for Veterans. Individual professional counseling, including counseling on self-care skills, adaptive coping skills and, as appropriate, vocational rehabilitation counseling and physical activities where appropriate.

iv. Assistance to develop responsible living patterns and to achieve a more adaptive level of psychological functioning, upgraded social skills, and improved personal relationships.

v. Support for an alcohol/drug abuse-free lifestyle.

vi. Assistance to gain knowledge of the recovery process.

vii. Manage a caseload of minimum 25 clients and maintain case file

viii. Conducts comprehensive assessments to collect functional, environmental, psychosocial, financial, employment, housing, educational, and basic acute http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=2040 and chronic medical needs information as appropriate for Veterans and their families to develop a case plan.

ix. Develop support systems to meet client needs by identifying and coordinating a variety of available services necessary to maintain independent living, and, when possible, self-sufficiency and family stabilization.

x. Refer clients to available therapeutic, social service, educational and medical resources within the VA-DCHCS when appropriate.

xi. Conduct crisis intervention as necessary, and daily street and shelter outreach as needed to connect with referred Veterans.

xii. Document in Computerized Patient Record System, CPRS all services provided to each Veteran and his/her family on a daily/weekly/ monthly basis, outlining type, quality and effectiveness of services provided.

xiii. Document in Homeless Operation Management Engagement System HOMES Veterans housing and employment progress.

4. The cost for service established by this contract shall include the services listed in this document and all services and supplies normally provided to other clients by the agency without extra charge.

5. The Contractor shall employ trained professional staff to carry out the requirements of the contract. This may include but not limited to; Licensed Registered Nurses, Licensed Clinical Social Workers, Peer Support and Addiction Specialist. There shall be an identified professional specifically assigned to the contract who shall be the point of contact for the HCHV staff and Contracting Officer Representative.

6. The Contract Agency shall make available documentary information required for the VA to conduct utilization review audits for the mandated national evaluation study as required by section 2 of Public Law 100-6; to verify quality of care for Veterans, to assure confidentiality of Veteran record information, and to determine the completeness and accuracy of financial records.

7. The Contract Agency shall collaborate with the Veteran and HCHV staff to conduct treatment and discharge planning reflecting a team assessment of health, social and vocational needs and the involvement of Veteran's family and appropriate community resources in resolving problems and setting goals.

8. The Contractor shall coordinate transportation services for the veteran to get to scheduled appointments or services, such as, medical and employment to name a few.

It is recommended that services be provided no more than 50 miles from the VA.

9. The Contractor shall comply with the VA Veteran's Bill of Rights as set forth in section 17.34a, title 38, Code of Federal Regulations.

10. The Contractor shall assist in preparing reports, maintaining records and databases to track referrals, acceptances, denials, discharges, and follow-up post discharge.

11. The Contractor shall provide monthly invoices in a timely manner, no later than the tenth day of the month, in order to receive timely compensation for the services identified in the contract.

12. The contractor shall provide office hours at the VA Community Resources and Referral Center (CRRC) as needed. Contractor shall attend HCHV monthly meetings as well as regular scheduled national calls as appropriate.

SCOPE

The agency HUD-VASH program shall be modeled on the standards set in the VHA Handbook

1162.05 and with the same level of efficiency as other similar programs currently operated by the agency. The Program is expected to include the following elements:

a) The HUD-VASH Clinical Team should include Independent Licensed Clinical Social Workers (hereinafter “SW”) or Registered Nurses (hereinafter “RN”), or Licensed Professional Counselor as well as Case Managers, Peer Support, and a Coordinator/Clinical Supervisor with experience that demonstrates advanced practice skills and judgment.

b) All case managers/staff will be subjected to a full background check prior to being assigned to the contract. They must complete privacy, HIPAA and security training upon appointment and yearly thereafter for the life of the contract. This will enable the HUD- VASH agency staff to receive and maintain network access. Each staff person will also have to create a Virtual Private Net (VPN) account to receive remote access to the VA-MC network. In addition, all clinical staff or person designated to maintain the Homeless Operation Management and Evaluation System (HOMES), must compete HOMES training and all other Veterans Affairs Health Care for Homeless Veteran, (VA-HCHV) required trainings. This will enable them to complete required documentation directly into the VA Computerized Patient Record System (CPRS) as well as all the HOMES required forms in a timely fashion.

c) The HUD-VASH agency team will accept referrals from the Coordinated Entry team in their jurisdiction, as well as, VAMC HCHV Program. These referrals are for veterans that reside in the jurisdiction served by contract agency who have been deemed the most vulnerable based on their Vulnerability Index-Service Prioritization Determination Assessment Tool (VI-SPDAT) assessment.

d) Agency serving Montgomery County and Prince Georges County will be assigned those Veterans with high acuity and medically fragile.

e) The HUD-VASH Clinical Team should work under the direction of a Program Supervisor and or Supervisory Social Worker who is Licensed at the independent level, (Licensed Clinical Social Worker or RN Mental Health Clinicians) with prior experience in working with chronically homeless population, preferably with experience working with homeless veterans.

f) The HUD-VASH Clinical Team shall work in concert with the Washington DC VA Medical Center HUD/VASH Program and will be held to the same guidelines as outlined in the VHA Handbook 1162.05, that establishes procedures for the United States (U.S.)

Department of Housing and Urban Development (HUD) and the U.S. Department of Veterans Affairs Supported Housing (VASH) Program and sets forth the national authority and responsibilities for the Department of Veterans Affairs (VA) portion of administration, monitoring, and oversight of these services.

The DC VAMC Contracting Officer Representative, COR, will provide support to the HUD- VASH Clinical Team by assuring that the HUD-VASH Clinical Team:

i. Is trained on VA HOMES and CPRS and all policies and procedures as set forth in the VHA HUD-VASH Handbook 1162.05

ii. Ensure documentation is uniformed among the team and meet HIPAA and VA Privacy and Security guidelines.

iii. Ensure understanding and implementation of applicable VA guidelines and HUD/VASH policies.

iv. Assist the HUD-VASH Clinical Team with connecting Veterans to needed VA services. (v) Act as the Mental Health Coordinator for Veterans in this program, as needed.

v. Ensure all HOMES documentation is completed in a timely manner, as outlined in the VHA HUD-VASH Handbook 116.05.

vi. Assist the HUD-VASH Team in implementing protocols for discharging Veterans from case management.

g) The HUD-VASH Clinical Team is administratively responsible for managing and developing the clinical program and shall be accountable for clinical program effectiveness and implementing modification of services with VA approval, as needed. The HUD-VASH Clinical Team shall complete HOMES assessment, admissions and discharges as required. They shall complete timely services agreement, on a bi-annual basis for each Veteran assigned to the program and provide in home case management visits as needed; minimum once per month. It is the expectation that all interaction with a Veteran shall be documented in CPRS within 24 hours. Likewise all HOMES admission and discharge must be completed in HOMES within 24 hours of the occurrence as outlined in the VHA Handbook 1162.09, found here:

http://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3006 . Additionally, the contractor will be required to document encounters in their local HMIS system as required by the Continuum of Care. This will require the contractor to have a HMIS license, have been trained and actively entering data in the system at the time of award.

h) The HUD-VASH Agency must be a participant in the local Continuum of Care (CoC) and submit a letter of support form their local CoC at time of award. The agency must also be involved in the Coordinated Entry process to match veterans with the appropriate housing at the time of award. The award agency must have a minimum of two years’ experience work with the homeless population providing housing and case management services.

i) The HUD-VASH Agency must have experience working with the Housing Authority in the jurisdiction to be serviced. This requirement is necessary because a significant part of meeting one of major requirement of this contract; getting the veteran’s housed and keeping them housed is involve extensive interfacing with the local Housing Authority.

j) The HUD-VASH Clinical Team shall collaborate with VA providers to connect Veterans to appropriate specialized treatment services for complex physical and/or mental illness. The HUD-VASH Clinical Team shall have the capacity to or have access to a complete psychosocial assessment of the Veteran to identify mental health, medical and social problems and work to connect the veteran to appropriate treatment services. Some of these services could be social and therapeutic groups, family therapy, individual therapy, Assertive Community Treatment Team, Alcohol Anonymous or and Narcotics Anonymous.

k) Veterans with Substance Use Disorder (SUDs) are some of the most vulnerable of the homeless population served by the HUD-VASH Program and are not required to be sober as a criterion to housing. Therefore, the HUD-VASH Clinical Team shall coordinate treatment services with the DC VAMC and or community-based substance abuse treatment programs for said Veteran as needed.

l) The HUD-VASH agency must provide copies of resumes, clinical licenses and other credentials as necessary for all staff prior to them being assigned to the HUD-VASH Program.VA will review the disciplines and credentials of all staff persons prior to assignment to program to ensure they meet the VA minimum requirements for staff. Each http://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3006 staff must complete the VA background check prior to being assigned to the contract. It is mandatory that a licensed independent clinical social worker is a member of the HUD-VASH VASH team. Case management services shall be provided by any of the following disciplines at a bachelor’s level and minimum five years’ or Master level without a license and two years’ experience or with a license and 1-year experience doing case management or related field: professional counselors, social worker, psychology or nursing, as well as peer support.

m) The HUD-VASH agency in collaboration with the VA HCHV staff shall develop a protocol with triggers for assessment by the licensed independent social worker for the case managers to follow at each visit. Although case management services do not have to be provided by independent licensed mental health professional, all assessments and crisis interventions must be conducted by an Independent Licensed Mental Health Professional.

n) The HUD-VASH Clinical Team shall participate in VA treatment meeting upon request and or when related to a Veteran being served by their team. And all case managers on the HUD-VASH staff must complete a Critical Time Intervention (CTI) training within 90 days of being assigned to the VA-VASH Program.

o) The HUD-VASH Clinical Team shall provide age-specific care appropriate to the cognitive, emotional, cultural and chronological maturation needs of the veterans. They will be expected to demonstrate knowledge of changes associated with aging and principles of growth and development relevant to the adult and geriatric age groups; can assess and interpret data about the veteran's status; and be able to identify age-specific needs and provide the appropriate care based upon the age-related factors.

p) The HUD-VASH Clinical Team shall perform duties independently and be supervised by the HUD-VASH supervisor. The HUD-VASH Clinical Team shall be accountable to the Contracting Officer Representative in the areas of service, staffing, reports and documentation per this contract.

q) The HUD-VASH Clinical Team shall be responsible for providing services to the literally homeless and chronically homeless veterans to include:

i. Outreach and engagement, admission to HUD-VASH Program

ii. Completion of the local Public Housing Authority (PHA) housing application

iii. Submitting of referral to the local Public Housing Authority (PHA)

iv. Apartment search and lease-up

v. Coordinating care with the VA medical facility

vi. Money management

vii. Skill development

viii. Conduct home visit at least once per month

ix. Conduct one-on-one and group meeting with individual case management, based on client need

r) The HUD-VASH case management team must monitor the Veteran’s progress and intervenes, if indicated, to ensure that the Veteran remains housed.

s) The HUD-VASH case management team shall follow the DC VAMC HUD-VASH Protocol for Discharging Veterans successfully form case management. As well VHA HUD-VASH Handbook 1162.05 p.29 on “ending case management services”. NOTE: Non-compliance with HUD-VASH does not necessarily lead to loss of the section 8 Housing Choice Voucher (HCV). PHA rescinds the HCV if the Veteran no longer meets or is non-compliant with PHA requirements. The Veteran will receive written notification from PHA on said action.

t) The HUD-VASH Clinical Team shall conduct the program in accordance with the policies and procedures outlined in the VHA HUD/VASH Handbook 1162.05 and 1162.09.

u) The HUD-VASH Clinical Team shall consistently demonstrate good customer services skills, including:

i. communicating with and treating internal and external customers (veterans, their representatives, visitors, and all VA staff) in a courteous, tactful, and respectful manner.

ii. providing customers with consistent information according to established policies and procedures; and handling conflict and problem in dealing with the Veterans, constructively and appropriately.

STAFF TRAINING

a) It is essential that all staff complete annual ethics training as required by respective professional licensure or credentialing boards, with an emphasis on dual relationships and conflicts of interest.

b) It is mandatory that the HUD-VASH team completes all required VA training on an annual basis to maintain access to the network and CPRS:

a. VA Privacy Training

b. Cyber Security Training

c. VA Compliance Business and Integrity Training (CBI)

d. Fire and Safety Training

e. Infection Control policy and Procedures

f. Emergency Preparedness / Disaster Policy and Procedures

c) The HUD-VASH case management team must participating in program specific conference calls and broadcasts such as:

a. Monthly 1-hour conference call hosted by the HUD-VASH National Program office where policy, trends, and resources, as well as site-specific issues and new program ideas are addressed in this forum.

b. Viewing of available HUD-VASH satellite broadcasts, PowerPoint presentations, and attendance at national and regional HUD-VASH and other homeless conferences are encouraged, as time and funding permits.

d) All new case managers must compete all required training within 90 days of initial start date. Training must include:

i. CTI

ii. Assertive Community Treatment

iii. Motivational Interviewing

iv. Housing First,

v. Low-Demand Model of care

vi. Suicide Prevention

vii. Clinical approaches relevant to the population

CASE MANAGER RESPONSIBILITIES

The Case Manager team is responsible for:

a) Screening and completing a brief assessment to ensure appropriateness of placement into the program.

b) Assessing Veterans through comprehensive psychosocial evaluations to determine case management needs and recovery goals.

c) Providing access to appropriate treatment and supportive case management services to potential HUD-VASH Program participants. NOTE: This can be done individually or in groups.

d) Employing Motivational Interviewing approaches to promote Veteran follow through with referral for preventive care and treatment of medical conditions, substance use and dependence, other mental health conditions, and problematic health behaviors (e.g., problematic substance use, tobacco use, unsafe sexual practices).

e) Helping the Veteran obtain the voucher from PHA.

f) Providing housing search assistance to HUD-VASH participants with rental vouchers.

g) Making regular home visits to assess Veterans’ housing stability, social connection and recovery, and acting as a liaison with other VA and community resources, landlords, and PHA. Regular re-assessment and revision of treatment plans are done as needed.

h) Ensuring coverage of caseload during absences and identifying the POC.

i) Reviewing agreements between Section 8 HCV landlords, PHAs, and VA in establishing appropriate referral sites for HUD-VASH placements.

j) Performing site visits of HUD-VASH apartments to ensure that Veterans reside in safe environments in compliance with local housing codes.

k) Meeting regularly with landlords and PHA officials to ensure the availability of Section 8

HCV eligible housing stock.

l) Collecting and submitting HUD-VASH Program evaluation data on Veteran family participants in HOMES.

m) Ensuring that there is no conflict of interest in dealings with Veterans, landlords, or other entities by adhering to professional ethical guidelines. It is essential that all staff complete annual ethics training, to include conflicts of interest, provided as indicated in staff training.

SPECIAL CONTRACT REQUIREMENTS

a) There will be a single awardee to serve the areas previously mentioned Northern Virginia, Montgomery County & Prince Georges County respectfully.

b) The Contractor shall notify the authorizing VA staff immediately when a medical emergency occurs that requires hospitalization of any Veteran receiving care at VA expense. If hospitalization of a non-emergency nature is required, it is agreed that admission to a VA hospital shall be accomplished consistent with VA eligibility criteria, as determined by Medical Administration Service.

c) The HUD-VASH Agency shall develop and submit to the VA designee Standard Operating Procedures (SOP) for the HUD-VASH program based on contract requirements and policies and procedures outlined in the VHA Handbook 1162.05 http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=2040) for approval.

Once approved it is expected that the HUD-VASH staff assigned to the program will conduct business according to standards outlined in said document.

d) The HUD-VASH clinical team shall compete bi-annual satisfaction surveys with all Veterans admitted to the program. The survey shall be anonymous, the results shall be http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=2040 computed, summarized and forwarded to designated VA staff by the July 10th and January 10th each year for the life of the agreement.

e) The HUD-VASH Clinical Team shall be expected to protect printed and electronic files containing sensitive data in accordance with the provisions of the Privacy Act of 1974 and other applicable laws, Federal Regulations, VA statutes and policy, and VHA policy.

The Team must protect data from unauthorized release, loss, alteration, or unauthorized deletion. The Team must follow applicable regulation and instruction regarding access to computerized files, release of access codes, etc.

f) HUD-VASH staff can only disclose or release information from VHA records only with the prior signed authorization of the individual or other legal authority as outlined in VA HANDBOOK 6500.6., VHA Directive 1605.01, as well as HIMS/ROI.

g) All disclosures must be covered by or listed in the Information Bulletin (IB) 10-163, VA Notice of Privacy Practices. Any individually identifiable information related to VHA treatment of drug abuse, alcoholism, sickle cell anemia, and testing or treatment for HIV has special protection under 38 U.S.C. Section 7332. The information can only be disclosed as authorized by 38 U.S.C. 7332, and the implementing VA regulations at 38

CFR 1.460 –1.496.

h) The contractor and their personnel shall be subject to the same Federal laws, regulations, standards, and VA policies as VA personnel regarding information and information system security. These include but are not limited to Federal Information Security Management Act (FISMA), Appendix III of OMB Circular A-130, and guidance and standards available from the Department of Commerce’s National Institute of Standards & Technology (NIST). This also includes the use of common security configurations available from NIST’s web site at http://checklists.nist.gov.

i) To ensure that appropriate security controls are in place, contractors must follow the procedures set forth in “VA Information and Information System Security/Privacy Requirements for IT Contracts” located at the following web site http://www.iprm.oit.va.gov.

j) The HUD-VASH Team shall appropriately use word processing software to execute office automation functions such as storing and retrieving electronic documents and files;

activating printers; inserting and deleting text, formatting letters, reports, and memoranda; and transmitting and receiving e-mail.

k) The HUD-VASH Team shall always practice safety. The team shall:

i. Practice appropriate use of equipment and supplies.

ii. Maintain safe, orderly work areas, report any safety hazards, accidents and injuries to self or patients, fill out appropriate VA accident forms, and follow Life Safety Management (fire protection) procedures.

iii. Review hazardous materials/Material Safety Data Sheets (MSDS).

iv. Follow Emergency Preparedness plans; and follow security policies/procedures.

v. Comply with federal, state and local environmental and other requirements preventing pollution, minimizing waste, and conserving cultural and natural resources.

vi. Demonstrate infection control practices for disease prevention (i.e. hand washing, universal precautions isolation procedures), including annual TB testing.

http://checklists.nist.gov/ http://www.iprm.oit.va.gov/

l) In the event of a beneficiary receiving services under the HUD-VASH Case Management Team contract dies, the contracted agency shall promptly notify the VA staff authorizing services and immediately assemble, inventory, and safeguard the Veteran's personal effects. The funds, deposits, and effects left by the Veterans shall be delivered by the agency to the person or persons entitled thereto under the laws currently governing the contracted facility for making disposition of funds and effects left by Veterans, unless the beneficiary died without leaving a will, heirs, or next of kin capable of inheriting. When disposition has been made, the itemized inventory with a notification as to the disposition of the funds and effects will be immediately forwarded to the VA office. Should a deceased Veteran leave no will, heirs, or next of kin, his or her personal property and funds wherever located vests in and becomes the property of the United States in trust.

In these cases, the contracted agency shall forward an inventory and any such property and funds in its possession to the appropriate VA office and will hold them (except articles of clothing necessary for a proper burial) under safeguard until instructions are received from the VA concerning disposition.

m) The Contracted Agency shall inform the VA's Point of Contact (POC) first by phone and then in writing when they are unable to contact a veteran assigned to the program; within 72 hours. Disengagement of the Veteran and his/her family from services provided by the contracted agency in excess of seven (7) business days must be documented and the appropriate efforts made to reengage the Veteran, not to exceed 60 days. At which time, the appropriate Housing Authority must be notified. Management of program dropout will be an element of the quality assurance review of this program.

n) Inspections and auditing of the contractors’ files, work environment must be made yearly by the COR as necessary to assure the agency provides quality care in a safe, respectful and confidential manner. As site visits are accomplished by VA program staff personnel, attention will be directed to the adequacy of Veterans' records and meeting area for sufficient level of privacy.

o) The Contractor shall maintain an individual clinical record on each Veteran placed under this contract as needed for non-VA providers treatment records.

p) The Contractor shall comply with the requirements of the "Confidentiality of Certain Medical Records" (38 USC 4132), and the "Confidentiality of Alcohol and Drug Abuse Veterans Records" (42 CFR, Part II) when appropriate. All case records shall be maintained with the security and confidentiality as required and shall be made available on a need-to-know basis to appropriate VA staff members involved with the treatment program of the Veterans concerned.

q) The clinical record shall also be maintained in CPRS according to the standards set forth in the HUD-VASH handbook and CPRS standards of documentation. Additionally, the contractor may maintain a clinical file at the contractor’s facility for those records that are obtained from HUD-VASH providers or the Contract Staff. The records shall include but not limited to:

a. All essential identifying data relevant to the Veteran and his/her family, including a psycho-social assessment.

b. Data relating to the Veteran’s admission, to include the targeted goals for the constructive changes which are to be attained during service period and the anticipated length service, if known.

c. Copies of any medical prescriptions issued by physicians outside of the VA, including orders, if any, for medications to be taken.

d. Monthly reports of periodic reevaluation by program staff, to include any measures of movement toward rehabilitation goals, with focus on the attainment of self-help skills, greater self-sufficiency and stable housing.

e. Discharge summaries on each Veteran who leaves the program, to include a description of beneficial changes realized during the case management period, reasons for discharge, the Veteran's plans, and follow-up plans are requirements information. Veteran discharge shall only occur during VA business hours of Monday through Friday, 8:00AM to 4:30PM, except for medical or security reasons.

f. Upon discharge or death of the Veteran, medical records on all VA beneficiaries shall be retained by the contracted facility for a period of three (3) years following termination of care.

INSTRUCTION, CONDITIONS, AND NOTICES

1. All Veterans admitted to this contract will be referred by Jurisdiction Coordinated Entry, VA staff, agency outreach and must be verified by HCHV staff. The contractor shall conduct outreach and obtain authorization from HCHV staff prior to services being rendered. All Veterans and their families will be homeless or at risk of becoming homeless.

2. Contractor is expected to work with the HCHV staff to develop a criterion for discharging Veterans form services and/or to move to a lower level of service

3. A Veteran being served by the contracted agency HUD-VASH Team can only be discharged to the appropriate level of care when it has been determined by the contracted agency, the Veteran and his/her family, and the HCHV clinical team that the Veteran and his/her family has been stabilized in appropriate housing.

4. The contractor and their personnel shall be subject to the same Federal laws, regulations, standards, and VA policies as VA personnel regarding information and information system security. These include, but are not limited to, Federal Information Security Management Act (FISMA), Appendix III of OMB Circular A-130, and guidance and standards available from the Department of Commerce’s National Institute of Standards & Technology (NIST). This also includes the use of common security configurations available from NIST’s web site at http://checklists.nist.gov.

5. To ensure that appropriate security controls are in place, contractors must follow the procedures set forth in “VA Information and Information System Security/Privacy Requirements for IT Contracts” located at the following web site http://www.iprm.oit.va.gov.

PROGRAM EVALUATION

The efficacy of the program and program staff will be evaluated in the following areas:

i. Number of Veterans successfully completed the program and no longer need case management and or the voucher (positive discharges) versus Veterans who lost their voucher due to HUD-VASH policy violation (negative discharges).

ii. Length of time it takes to house a Veteran, from referral to lease up.

iii. The number of Veterans housed that are Chronically homeless vs non-chronic.

http://checklists.nist.gov/ http://www.iprm.oit.va.gov/

iv. Percentage of Coordinated Entry Referrals accepted and leased up.

v. Percentage of staff training completed within 90 days of hire

vi. Percentage of staff training completed annually

vii. Timely and quality documentation

viii. Number of active vouchers (voucher in use versus unused vouchers)

PAYMENTS AND INVOICES

It is understood that no obligation will be incurred by the VA under this contract until contractors’ staff has completed background check, VA Rules and Behavior training for contractors and authorizations are issued by the COR for contractor’s staff to begin work.

The VA agrees to make payment on a timely basis for services rendered in accordance with such authorization upon receipt of billings submitted at the completion of each month's services. Payment will be made by VA Financial Services Center, Austin TX.

Appendixes & Attachments

SECURITY REQUIREMENTS

Appendix A

1. SUBPART 839.2 – INFORMATION AND INFORMATION TECHNOLOGY SECURITY

REQUIREMENTS

839.201 Contract clause for Information and Information Technology Security: a. Due to the threat of data breach, compromise or loss of information that resides on either VA-owned or contractor-owned systems, and to comply with Federal laws and regulations, VA has developed an Information and Information Technology Security clause to be used when VA sensitive information is accessed, used, stored, generated, transmitted, or exchanged by and between VA and a contractor, subcontractor or a third party in any format (e.g., paper, microfiche, electronic or magnetic portable media).

b. In solicitations and contracts where VA Sensitive Information or Information Technology will be accessed or utilized, the CO shall insert the clause found at 852.273-75, Security Requirements for Unclassified Information Technology Resources.

2. 852.273-75 - SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION

TECHNOLOGY RESOURCES (INTERIM- OCTOBER 2008)

As prescribed in 839.201, insert the following clause: The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

Records Management Language for Contracts

When Federal agencies acquire goods or services, they need to determine what Federal records management requirements should be included in the contract. Federal contractors often create, send, or receive Federal records. Federal contracts should provide clear legal obligations describing how the contract employees must handle Federal records.

Agency records officers, procurement counsel, and acquisitions officers must discuss how to integrate records management obligations into their existing procurement processes. NARA has developed the following language to be included as an agency-specific term and condition in Federal contracts for a variety of services and products. The majority of contracts should include language on records management obligations, but each contract should be evaluated individually. For example, the data-rights paragraph (Paragraph 10 below) may not be appropriate for all contracts. Instead, agencies may be better served by one of the established data-rights clauses in the Federal Acquisition Regulations.

This language should not replace specific records management requirements included within Federal information system contracts.

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions

“Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United…