S02 36C24522Q0549.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

36C24522Q0549 06-09-2022

Keith Roberts (keith.roberts@va.gov) 410-642-2411 x22921 06-27-2022

8:00 AM EDT

Keith Roberts, Contracting Specialist VA Maryland Health Care System Contracting Officer (90C) P.O. Box 1000, Bldg. 101, Room 26 Perry Point MD 21902

X

624221

$12 Million

N/A

Department of Veterans Affairs

Contracting Officer (90C)

Keith Roberts, Contracting Specialist

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 contractor shall provide Community Emergency Residential Shelter (CERS) services to the Beckley VA Medical Center in accordance with the Performance Work Statement.

The awarded Indefinite Delivery Indefinite Quantity (IDIQ) contract performance period will be an initial base year with period of performance 7/10/2022 – 7/09/2023 plus four additional option years exerciseable at the government’s sole discretion.

See Section E.1 for instructions for quote submission.

See CONTINUATION Page

X ONE (1)

Keith Roberts Contracting Officer

36C24522Q0549

Table of Contents

SECTION A

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

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 PERFORMANCE WORK STATEMENT

B.4 INFORMATION REGARDING CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS) –

CONTRACTOR’S RESPONSIBILITY

SECTION C - CONTRACT CLAUSES

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

(NOV 2021)

CLAUSES INCORPORATED: FULL TEXT AND BY REFERENCE

C.2 52.204-21 BASIC SAFEGUARDING OF COVERED CONTRACTOR INFORMATION SYSTEMS (NOV 2021)

C.3 52.216-18 ORDERING (AUG 2020)

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

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

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

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

C.8 52.237-3 CONTINUITY OF SERVICES (JAN 1991)

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

C.10 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA ACQUISITION OF COMMERCIAL ITEMS

(APR 2020)

C.11 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-OWNED SMALL BUSINESS

EVALUATION FACTORS (OCT 2019)

C.12 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (OCT 2019)

C.13 VAAR 852.219-75 SUBCONTRACTING COMMITMENTS MONITORING AND COMPLIANCE (JUL 2018) C.14 VAAR 852.219-77 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—CERTIFICATE OF COMPLIANCE

FOR SERVICES AND CONSTRUCTION (SEP 2021) (DEVIATION)

C.15 VAAR 852.237-72 CRIME CONTROL ACT–REPORTING OF CHILD ABUSE (OCT 2019)

C.16 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.17 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE

ORDERS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2022)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

D.2 WAGE DETERMINATION 2015-4295 (RALEIGH COUNTY, WV)

D.3 VHA SUPPLEMENTAL CONTRACT REQUIREMENTS FOR COMBATTING COVID-19

D.4 CONTRACTOR CERTIFICATION: IMMIGRATION AND NATIONALITY ACT OF 1952, AS AMENDED

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021)

INSTRUCTIONS FOR SUBMISSION OF QUOTATIONS

PROVISIONS INCORPORATED: FULL TEXT AND BY REFERENCE

E.2 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE

SERVICES OR EQUIPMENT (NOV 2021)

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

E.4 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.5 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

E.6 VAAR 852.215-72 NOTICE OF INTENT TO RE-SOLICIT (OCT 2019)

E.7 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION (OCT 2018)

E.8 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.9 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021)

E.10 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL ITEMS (NOV 2021) (JUL

2020) (DEVIATION)

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:

SAM UEI:

Point of Contact:

Email:

Phone:

b. GOVERNMENT:

Keith Roberts, Contracting Officer

VA Maryland Health Care System Contracting Officer (90C) P.O. Box 1000, Bldg 101, Room 26 Perry Point, MD 21902 410-642-2411 x22921 keith.roberts@va.gov

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor should be mailed to the following address: N/A

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] MONTHLY IN ARREARS

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

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

ITEM INFORMATION

Contractor shall provide Temporary Residential Shelter/Housing to Veterans who are homeless.

The Contractor shall provide a safe, temporary residential shelter, which will include beds, restrooms, bath, kitchen facilities, related furnishings, and social rehabilitation services as described in the Performance Work Statement. The awarded contract will be an indefinite delivery indefinite quantity (IDIQ) with a minimum guarantee of $1,800.00 and a maximum of five (5) veterans will be served each day of the performance period. This maximum is not a guarantee. A contract ceiling amount will be established at the time of award and will be specified in the final contract.

Vendor will quote an all-inclusive per diem rate in the table below based on the estimated quantities of 1825 (5 veterans x 365 days) for the Base Year and Option Years 2-4; and 1830 (5 veterans x 366 days – due to the leap year) for Option Year 1. Please note these quantities are for bidding purposes only and is not a guarantee.

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES

ESTIMATED

QUANTITY UNIT PER DIEM RATE AMOUNT

0001 1825 EA

Emergency Residential Shelter and Rehabilitation for Veterans:

Includes room, board, and social rehabilitation services.

Contract Period: Base POP Begin: 07-10-2022 POP End: 07-09-2023 PRINCIPAL NAICS CODE: 624221 - Temporary Shelters PRODUCT/SERVICE CODE: G004 - Social - Social Rehabilitation

1830 EA

Includes room, board, and social rehabilitation services.

Contract Period: Option 1 POP Begin: 07-10-2023 POP End: 07-09-2024

1825 EA

Includes room, board, and social rehabilitation services.

Contract Period: Option 2 POP Begin: 07-10-2024 POP End: 07-09-2025

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES

ESTIMATED

QUANTITY UNIT PER DIEM RATE AMOUNT

Includes room, board, and social rehabilitation services.

Contract Period: Option 3 POP Begin: 07-10-2025 POP End: 07-09-2026

Includes room, board, and social rehabilitation services.

Contract Period: Option 4 POP Begin: 07-10-2026 POP End: 07-09-2027

GRAND TOTAL

(End of Price/Cost Schedule)

B.3 PERFORMANCE WORK STATEMENT

1. GENERAL:

1.1. Services Provided: The Contractor shall provide temporary residential housing and social rehabilitation to homeless veterans.

1.2. Place of Performance: The Contractor shall be located within 15 miles of the Beckley VAMC located at 200 Veterans Ave., Beckley WV 25801.

1.3. Authority: Title 38 USC 513 General Contracting Authority and FAR Part 12 in combination with FAR Part 13.

1.4. Applicable Regulations:

1.4.1. VA Patient Bill of Rights: The Contractor shall comply with the VA Patient's Bill of Rights as set forth in the Code of Federal regulations, Section 17.34a, Title 38 (copy available upon request).

1.4.2. Security Measures: Adequate security measures include at a minimum locks on windows and doors, as well as security measures in accordance with VA standards and in conformance with state and local safety and health codes as outlined in 38 CFR, Section 17.53b, shall be in place in order to provide optimum safety for residents;

1.4.3. Occupancy Permit: The contract facility must have a current occupancy permit or license required by the authority having jurisdiction.

1.4.4. Personal health information stored electronically must be compliant with Federal Information Processing Standard (FIPS) Publication 140-2.

1.4.5. Fire Safety:

1.4.5.1. The facility warrants that all applicable fire laws are being complied with and there are no recommendations of fire officials, which have not been resolved.

1.4.5.2. Buildings used to house 16 or less occupants shall comply with the requirements in Chapter 26 of National Fire Protection Association (NFPA) Standard 101, Life Safety Code – 2009 edition. Buildings used to house 17 or more occupants shall comply with Chapter 29 of NFPA 101.

1.4.6. Non-Discrimination:

1.4.6.1. The facility agrees to accept referral of and to provide all services specified in this contract for any person determined eligible by the Social Work Service Chief or his designee, regardless of race, color, religion or national origin of persons for whom such services are ordered. In addition the facility warrants that subcontracting will not be resorted to as a means of circumventing this provision.

1.4.6.2. The facility agrees and warrants that it does not maintain nor provide dual or segregated patient facilities, which are segregated on the basis of race, creed, color or national origin. The facility may neither require such segregated use by written or oral policies nor tolerate such use by local custom. The term "facilities" shall include but not limited to rooms, wards, sections, eating areas, drinking fountains, entrances, etc.

1.4.6.3. The contractor shall comply with the principles listed in 38 CFR 17.707(b) (http://edocket.access.gpo.gov/cfr_2002/julqtr/pdf/38cfr17.710.pdf ) to provide housing and supportive services in a manner that is free from religious discrimination.

1.5. Definitions/Acronyms: Terms used in this contract shall be interpreted as follows unless the context expressly requires a different construction and/or interpretation. In case of a conflict in language between the Definitions and other sections of this contract, the language in this section shall govern.

1.5.1. CDR: Contract Discrepancy Report

1.5.2. CLINS: Contract Line Item Numbers

1.5.3. Contracting Officer (CO): The person executing this contract on behalf of the

Government with the authority to enter into and administer contracts and make related determinations and findings.

1.5.4. Contracting Officer’s Representative (COR): A person appointed by the CO to take necessary action to ensure the Contractor performs in accordance with and adheres to the specifications contained in the contract and to protect the interest of the Government. The COR shall report to the CO promptly any indication of non-compliance in order that appropriate action can be taken.

1.5.5. CPARS: Contractor Performance Assessment Reporting System

1.5.6. EDI: Electronic Data Interchange

1.5.7. HCHV: Health Care for Homeless Veterans

1.5.8. HIPAA: Health Insurance Portability and Accountability Act

1.5.9. HMIS: Homeless Management Information System

1.5.10. Homeless: An individual is homeless if the individual is able to live independently and care for themselves and one of the following conditions exists:

a. The individual lacks a fixed, regular, and adequate nighttime residence.

b. The individual has a primary nighttime residence that is:

• A supervised publicly or privately-operated shelter designed to provide temporary living accommodations, including welfare hotels, congregate shelters, and transitional housing for the mentally ill; or

• An institution that provides a temporary residence for individuals intended to be institutionalized; or

• A public or private place not designed for, or ordinarily used as, a regular sleeping accommodation for human beings.

c. The individual is diagnosed with ongoing Mental Illness such as: Depression, Bipolar, Schizophrenia, Post-Traumatic Stress Disorder, and/or Substance Use Disorders.

1.5.11. HUD: U.S. Department of Housing and Urban Development

1.5.12. Medical Emergency: A sudden onset of a medical condition manifesting itself by acute symptoms of sufficient severity that the absence of immediate medical attention could reasonably result in: Permanently placing a veteran’s health in jeopardy, causing other serious medical consequences, causing impairments to body functions, or causing serious or permanent dysfunction of any body-organ or part.

1.5.13. OO: Ordering Officer

1.5.14. PHI: Personal Health Information

1.5.15. POC: Point of Contact

1.5.16. POP: Period of Performance

1.5.17. PWS: Performance Work Statement

1.5.18. QASP: Quality Assurance Surveillance Plan

1.5.19. SAM: System for Award Management (https://www.sam.gov)

1.5.20. UEI: Unique Entity ID, the identification number assigned to registered contractors in SAM.

1.5.21. Veterans Health Administration (VHA): The central office for administration of the VA medical centers through throughout the United States. The VHA is located in Washington, D.C.

1.5.22. Veterans Integrated Services Network (VISN): The regional oversight for the VA medical centers.

1.5.23. Veterans Affairs Medical Center (VAMC): Unless identified with the name of a different VA medical Center, for purposes of this contract, this term shall mean the Beckley VA Medical Center.

2. PER-DIEM SERVICE REQUIREMENT:

2.1. All-Inclusive Per Diem Rate: Through this PWS, Beckley VAMC is providing homeless services to its veteran beneficiaries who require a transition program. The Contractor shall furnish transitional housing and social rehabilitation as part of an all-inclusive per diem. This per diem shall be inclusive of all services that may be necessary in the treatment of the patient. Unless specifically excluded in this contract, the per diem rate established will include the services listed in this document and will also include all services normally provided other patients by the facility without extra charge. The Contractor shall not charge Veterans any fee for care to include acceptance of cash, food stamps or other public assistance.

2.1.1. Number of Veterans: Contractor must have sufficient accommodations and staffing resources to provide for a maximum of FIVE (5) veterans.

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

2.2.1. Room and Board: To include a bed and other furnishings such as a dresser, personal hygiene items, first aid supplies, small closet or wardrobe for clothing and other small valuables, and personal linens (towels and bed sheets). Also to include cable television, internet access, and a land-line phone.

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

2.2.3. Laundry Facilities: Contractor must provide veterans with access to laundry facilities with laundry soap for residents to do their own laundry.

2.2.4. Common and Kitchen Area Access: Access to a common area and kitchen area (with appliances including microwave, refrigerator, and range oven) where veterans can prepare own meals and snacks when wanted as needed as part of the recovery and rehab tasks.

2.2.5. Discharge Planning: The Contractor and/or personnel shall conduct discharge planning upon admission and this planning effort should be reflected in the treatment plan.

2.2.6. Social Rehabilitation Services:

2.2.6.1. Instruction in and assistance with health and personal hygiene.

2.2.6.2. Provide support for an alcohol-abuse-free and drug-abuse-free lifestyle.

2.2.6.3. Assistance in learning and development of responsible living patterns to achieve a more adaptive level of psychosocial functioning, upgrading social skills and improved personal relationships.

2.2.6.4. Assistance in and/or referral to individual professional counseling, including counseling on self-care skills, adaptive coping skills, and as appropriate vocational rehabilitation counseling.

2.2.6.5. Assistance in budget counseling and money management.

2.2.6.5.1. All veterans must complete a financial literacy program within 30 days of entering the program.

2.2.6.5.2. Veterans must be educated on how to begin paying off debts and how to establish a bank account. Contractor will support and assist any veteran wishing to establish a bank account.

2.2.6.6. Assistance in securing permanent housing or housing that appropriately meet the needs of the Veteran post discharge.

2.2.6.7. Assist with arranging transportation to care at Beckley VAMC and other community appointments.

2.2.6.8. Assistance with securing income through the establishment of competitive employment or by referral to Social Security and/or the Veteran Benefits Administrations.

2.2.6.9. Encourage veterans and assist them in engaging in meaningful activity outside of the facility.

2.2.6.10. Provide supportive social services, in collaboration with the HCHV case managers, or other contract / community resources.

2.2.6.10.1. Space for other Collaborative Services: Provide space for and assist with the coordination of structured group activities and meetings as requested by the VA HCHV personnel. Each Veteran will be referred to the appropriate service based on individual strengths and needs. A list of service providers will be provided to the Beckley VAMC upon request.

2.2.6.10.2. Site Visits Will Not Disrupt Daily Care: When VA representatives provide follow-up visits to Veterans placed to assure the continuity of care and to assist in the Veteran's transition back into the community.

These visits do not impact the Contractors responsibility for the daily care and treatment of the Veteran.

2.2.7. Transportation: The facility shall assist the Veterans with transportation to scheduled meetings and appointments including information and instructions so that they can utilize public transportation. Transportation will be coordinated between the VAMC Beckley and the contractor for all scheduled admissions. If a Veteran requests services after-hours, the contractor will be responsible for transporting the Veteran from the Medical Center to the site once the Veteran has been determined eligible for VA healthcare and has received medical clearance

2.2.7.1. Do Not Leave Veteran Unattended in Vehicle: Drivers transporting veterans will not make stops for personal business, including use of restroom facilities, while vehicle is occupied by a passenger. The driver shall not leave the vehicle with the key in the ignition at any time.

3. REFERRAL ORDERS FROM THE GOVERNMENT:

3.1. Referred Patient: The VA case manager/treatment teams, in collaboration with the existing community homeless coalitions and networks, shall identify and refer all patients to the contractor. All Veterans participating in the program shall be homeless.

3.1.1. COVID Patients: Beckley VAMC will determine eligibility prior to admission and will be based on COVID testing results. Contractor must provide separate accommodations for COVID patient referrals as specified in Section 5.

3.2. Referral Package: Before referring any patient, the VA shall have provided the contracted agency with a signed Release of Information (ROI) from the Veteran patient as well as that Veteran’s clinical assessment, physical and laboratory studies, if indicated.

3.3. Referral Length of Stay: Length of stay at VA cost will be initially authorized for up to 4 months, depending upon the needs of the patient as mutually determined by the patient, the residential treatment staff, and VA HCHV Liaison and COR and will be specified in the treatment plan. Additional months of contract supported residential treatment may be authorized if provided by the VA in writing by a designated Ordering Officer.

3.4. Maximum of Five Patients: A maximum of FIVE (5) patients can be referred to the vendor for services at one time. This maximum is not a guarantee, and the VA is only responsible for actual orders placed by a designated ordering officer.

3.5. Referral from Authorized Ordering Officers Only: Ordering Officers (OOs) will be authorized to place orders under this contract. Fulfilling orders from persons other than the CO or OO may result in loss or delay in payment for services provided under such orders.

3.5.1. Orders Placed through EDI: Orders will be placed via Electronic Data Interchange (EDI) if possible. If the vendor cannot set up EDI, specific ordering procedures will be modified into the contract after award.

3.5.2. Ordering Officers to be Named at Award: The CO will furnish the contractor with the names of individuals delegated OO authority by separate letter upon issuance of the contract or agreement. When COs appoint OOs after award, the CO will furnish the contractor with an updated list of individual OOs authorized to place orders against the contract or agreement. OOs may not negotiate contract terms and conditions, determine price reasonableness, or determine best value. OOs are responsible for issuing and administering orders placed under the contract or agreement identified in the appointment letter. OOs do not have authority to modify any of the terms and conditions in the contract or agreement. The CO must approve any changes in or deviations from the terms and conditions of the contract or agreement in writing prior to placing orders invoking those terms and conditions. The contractor shall accept orders against the contract or agreement only from the CO or authorized OOs and fulfilling orders from persons other than the CO or OO may result in an unauthorized commitment.

3.5.3. Changes to Ordering Officers: The CO shall provide an updated list of ordering officers to the contractor as new ordering officers receive delegated authority from the CO.

3.6. Overnight Absences: The Contractor shall notify the Beckley VAMC of overnight absences from the facility. Absences of the patient from the facility in excess of forty-eight (48) hours will not be reimbursable except those with the prior approval of the VA facility coordinator. Should a patient referred to a residential treatment facility, absent himself/herself in an unauthorized manner, payment for services for that Veteran to the contract facility would be continued for a maximum period of two days provided there is an active outreach attempt on the part of the contract facility staff to return the Veteran to the residential treatment program and a strong likelihood that the patient will return.

3.7. Patient Removal: The VA reserves the right to remove any or all patients from the facility at any time without additional cost, when it is determined to be in the best interest of the VA or the patient.

4. Government Site Visits

4.1. Prior to the award of a contract, a multidisciplinary Veterans Affairs team consisting of a

Social Worker, Registered Nurse, Dietitian, a VA Police Officer and a Facilities Management Safety Officer shall conduct a survey of the facility. Facilities to be utilized will be restricted to community based facilities that provide food, shelter, and therapeutic services in a supportive environment.

4.1.1. The Contractor shall be advised of the finding of the inspection team. If deficiencies are noted during any inspection, the facility will be given a reasonable time to take corrective action to notify the Contracting Officer that the corrections have been made. A contract will not be awarded until noted deficiencies have been eliminated. The contractor will be capable of making corrections and becoming operational within thirty (30) days of contract award date.

4.1.2. In the cases of complexes including non-VA care facilities, it is imperative that all components of the program be inspected by the VA team prior to award of the contract, as is required for an integrated primary site. Each of the facilities identified in the complex as the contract recipient’s will also be subject to the requirement for contracting, safety and record keeping described in other parts of this document as applying to the residential treatment center.

4.2. To ensure the safety of referred veterans, VA will have right to inspection of the residential facility and all appurtenances by an authorized representative(s) designated by the Veterans Affairs.

4.3. Subsequent inspections of the residential treatment center must be made yearly by a multidisciplinary team including such VA Medical Center personnel as the Director considers necessary to assure the facility provides quality care in a safe environment.

4.3.1. The VA shall monitor the contractor's program and inspect the contractor's facility to ensure compliance with this contract. Any unsatisfactory conditions noted during an inspection of contract facility will be reported in writing 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 discharge or transfer patients and to terminate the contract.

4.4. Review of Patient Files and Data Collection: The Contractor shall make available to the VA, documentary information deemed necessary by the VA to conduct utilization review audits for the mandated national evaluation study as required by the Section 2 of Public Law 100-6; http://www.fas.org/sgp/crs/misc/RL34024.pdf to verify quality of patient care for Veterans, to assure confidentiality of patient record information.

4.4.1. The contractor must participate in the national Homeless Management Information Systems (HMIS) through the local HUD Continuum of Care (CoC).

Data collection shall include all Universal Data Elements as defined by HUD Data Standards. The C&A Requirements do not apply and a Security Accreditation Package is not required.

4.4.2. Contractor shall make all records concerning the Veteran's care in the facility available to VA representatives.

4.4.3. As part of the annual inspection process of the residential treatment center the VA will also review to the adequacy of Veterans' records. Site visits will also include a spot check of records to ensure contractor invoices accurately reflect the Veteran's length of stay. Veteran records should include the following documentation:

4.4.3.1. Referral, screening and assessment forms

4.4.3.2. VA Release of Information

4.4.3.3. DD 214

4.4.3.4. Signed and dated residential contract

4.4.3.5. Completed psychosocial assessment

4.4.3.6. A treatment plan

4.4.3.7. Copies of urine drug screens

4.4.3.8. Medication list with documentation of medication checks

4.5. Upon discharge or death of the patient, records on all VA beneficiaries will be retained by the facility for a period of at least three years following termination of care at VA expense.

4.6. Ongoing Follow-up Visits to Placed Veterans: The COR and other VA representatives will provide follow-up visits to Veterans placed to assure the continuity of care and to assist in the Veteran's transition back into the community. Contractor shall make all records concerning the Veteran's care in the facility available to VA representatives.

The COR will inspect the facility for conformity to the current Life Safety Code and submit to the team and will focus on an assessment of the quality of life within the residential treatment facilities, giving particular attention to the following factors:

4.6.1. General observation of residents indicates that they maintain an acceptable level of personal hygiene and grooming.

4.6.2. The facility meets applicable fire, safety and sanitation standards in attractive surroundings conducive to social interaction and the fullest development of the resident's rehabilitative potential.

4.6.3. Appropriate organized activity programs during waking hours (including evenings) reflecting a high level of activity in the facility or in the linked facilities, for example individual professional counseling, physical activities, assistance with health and personal hygiene.

4.6.4. There is evidence of facility-community interaction. This may be 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.

4.6.5. Staff behavior and interaction with residents convey an attitude of genuine concern and caring. Verbal, physical, emotional, financial or sexual abuse of patients shall not be tolerated and shall result in termination of contract.

4.6.6. Appetizing, nutritionally adequate meals are provided in a setting which encourages social interaction, and nutritious snacks between meals and bedtime are available for those requiring or desiring additional food, when it is not medically contraindicated. The addition of nutritious snacks to the requirements for room and board is particularly indicated for homeless patients. Many of these patients are either undernourished or have developed poor eating habits or both, because of their chronic psychiatric disorder, including alcohol/drug abuse behaviors. The local VA Medical Center dietitian may consult with the initial inspection team and the team making subsequent assessments, in evaluating not only the printed menus but also the patients' satisfaction with meals and the actual consumption of food offered.

4.6.7. Buildings used to house 16 or less occupants shall comply with the requirements in Chapter 26 of National Fire Protection Association (NFPA) Standard 101, Life Safety Code – 2009 edition. Buildings used to house 17 or more occupants shall comply with Chapter 29 of NFPA 101.

5. Contractor Responsibilities

5.1. Contractor Personnel: The Contractor shall have trained personnel to provide a trust building and highly supportive environment.

5.1.1. The Contractor shall employ sufficient personnel to carry out the policies, case management assistance responsibilities, and the program general requirements for the facility.

5.1.2. Contractor and all personnel shall complete annual VA TMS Training (HIPPA and VA Privacy). Additional trainings may be recommended by the COR.

5.1.3. Supportive Staff and Patient Environment: To ensure veterans receive a positive and supportive environment while they are residents in the contractor’s facility, contractor staff will refrain from behaviors that may be disruptive to the veterans rehabilitation such as:

5.1.3.1. Use of intoxicating liquors, narcotics or controlled substances of any kind (excluding doctors’ prescriptions which do not impair drive’s driving ability) while on duty or reporting for duty while under the influence of liquors, narcotics or controlled substance of any kind (excluding doctors’ prescriptions which do not impair driver’s driving ability).

5.1.3.2. Utilizing aggressive communication styles; perceived to be intimidating, demeaning, and degrading to Veterans.

5.1.3.3. Gambling in any form.

5.1.3.4. Carrying of pistols, firearms or concealed weapons.

5.1.3.5. Smoking and other uses of tobacco while on duty.

5.1.3.6. Resorting to physical violence to settle a dispute with a fellow employee, customer(s) or the general public while on duty.

5.1.3.7. Spitting in prohibited places or any other unsanitary, offensive or insensitive practices or behavior.

5.1.3.8. Use of loud, indecent or profane language and/or making threatening or obscene gestures toward customers or other employees.

5.1.3.9. Engaging in personal relationships and/or dual relationships with residents of the facility.

5.1.3.10. Engaging customer in a verbal confrontation in an attempt to settle a disagreement.

5.1.3.11. Soliciting or accepting tips from customer, companions or others at any time.

5.1.3.12. Require Veteran attendance to any specific faith based religious group or activity.

5.2. Contractor Facility

5.2.1. Veterans-Only Area: Veterans referred by the VA must have accommodations that are physically separate from other homeless populations at the facility.

5.2.1.1. Veterans-Only Bathroom: a private, handicapped accessible individual bathroom located in the Veteran specific area/facility/wing will be available.

This is needed due to the unique needs of the Veterans.

5.2.1.2. Medication Lock Boxes: Provide individual locked boxes for Veterans to store medications.

5.2.1.3. Drug and Alcohol-Free Area: The Veterans-Only Area must remain a drug and alcohol-free environment.

5.2.2. Separate Accommodations for COVID: The Contractor will provide additional and separate shelter for Veterans that are COVID positive and cannot live in the veteran conjugate setting.

5.2.3. Fire Safety and First Aid Kits: Facility shall be equipped with first aid kit, fully charged non-expired fire extinguishers, fire/carbon alarms, and evacuation plan in case of emergency.

5.2.4. Clean Facilities: Facility shall be kept clean free of dirt, grime, mold, or other hazardous substances and damaged noticeably detract from the overall appearance.

5.2.5. Climate Controlled: Facility shall be equipped with operational HVAC systems. In the event that these systems are not operational for any reason, it is expected that the contractor have them repaired and operational within 5 business days. In addition, during extreme weather conditions if air conditioning or heating system cannot be repaired in 24 hours alternate accommodations must be arranged.

5.2.6. Working Windows and Doors: Facility shall have windows and doors that can be opened and closed in accordance with manufacturer standards.

5.2.7. PHI Protection: Facility must secure all Veteran’s personal health information in locked storage room and/ or location in addition to a locked filing cabinet.

Personal health information stored electronically must be compliant with Federal Information Processing Standard (FIPS) Publication 140-2.

5.2.8. Disaster Plan: Contractor shall provide a written disaster plan that has been coordinated with the emergency management entity responsible for locality in which the program resides. The disaster plan shall encompass natural and manmade disasters.

5.2.9. VAMC Beckley will not incur any cost associated with the contractor providing inadequate or faulty equipment.

5.3. House Rules: The Contractor shall develop written house rules that are simple, consistent, and should focus on safety of the Veteran residents. The rules shall be enforceable, relate to the living situation, and provide opportunities for engagement.

5.4. Rehospitalizations: The facility will not be used for detoxification or other hospital level treatment. Beckley VAMC will serve as the treatment center. The Contractor shall notify the Beckley VAMC immediately when a medical emergency occurs that requires re-hospitalization of a patient receiving care at VA expense. It is agreed that the Veteran will be readmitted to the appropriate VA facility. When such readmission is not feasible because of the nature of the emergency, it is agreed that hospitalization in a non-federal hospital may be accomplished provided the VA authorization is obtained. If hospitalization of a non-emergency nature is required it is agreed that readmission to the VA shall be accomplished promptly.

5.5. Veteran Involved Incidents: The Contractor shall notify the Beckley VAMC immediately of any incidents involving Veterans residing in the residential program. If the facility is co-located within a community based facility, incidents involving other residents, i.e., sentinel events leading up to or resulting in causalities should be reported to the authorizing VA facility within 24 hours. The Contractor shall notify the VA case manager by telephone during the hours of 8:00am and 4:30pm. All incidents that occur after normal business hours, the contractor should notify the VA AOD (Administrator on Duty) and/or the Emergency Room or Psychiatric Emergency Clinic Social Worker. The contractor shall provide the HCHV 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 patient's clinical chart.

5.6. Maintain Patient Files and Collect Data in HMIS: The contractor will maintain a patient file for each veteran and shall collect data on veterans using the Homeless Management Information System (HMIS) as described in Section 4 of this PWS.

5.7. Performance Standards, Quality Assurance (QA) and Quality Improvement (QI)

5.7.1. Quality Assurance: Contractor shall meet and preferably exceed Veterans Health Administration (VHA) identified performance measures and practice within VHA clinical practice guidelines and other quality indicators as agreed upon by the Contractor and Contract Officer Technical Representative. Monitoring of this contract shall be reported through monthly reports and /or schedule determined by the COR.

5.7.2. Quality Management/Quality Assurance Surveillance: Contract shall be subject to quality management measures, such as patient satisfaction surveys, timely completion of patient records, and site visit reviews. 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.

5.7.3. Performance Standards:

5.7.3.1. Measure: 1. Quality of Care – Meaningful Outside Activity

Performance Requirement: Veterans admitted to the program will participate meaningful activity outside of the facility.

Standard: Veterans admitted to the program will participate in at least one meaningful activity per week outside of the facility.

Acceptable Quality Level: 85%

Surveillance Method: Progress notes, discharge summary, chart review

Frequency: Every 6-Months

5.7.3.2. Measure: 2. Patient Safety: Timely Incident Reporting and Follow-up

Performance Requirement: Patient safety incidents must be reported to the authorizing VA Medical Center and the COR or designee.

Standard: All incidents reported within 24 hrs, confirmed and resolved within 48 hrs; updates and findings of patient safety incident investigations provided continuously.

Acceptable Quality Level: 100%

Surveillance Method: Observation and random inspection (auditing)

Frequency: Every 6-Months

5.7.3.3. Measure: 3. Patient Satisfaction: Complaints

Performance Requirement: Patient complaints about the quality of care are reported to the COR or designee and the Contractor for resolution.

Standard: All patient complaints are reported and updated within 24 hours.

Acceptable Quality Level: 95%

Surveillance Method: User Surveys, observations and random inspections (auditing)

Frequency: Every 6-Months

5.7.3.4. Measure: 4. Patient Satisfaction: Satisfaction Surveys

Performance Requirement: Satisfaction survey completed by the veteran

Standard: Complete and submitted to appropriate VA staff within 30 days of admission

Acceptable Quality Level: 80%

Surveillance Method: User Surveys, observations and random inspections (auditing)

Frequency: Every 6-Months

5.7.3.5. Measure: 5. Patient Satisfaction: Staff awareness of patient rights and grievance process

Performance Requirement: Providers, Veterans and staff are familiarized with the process outlined in contractor’s grievance procedures as well as patient rights.

Standard: All providers and staff are educated and Veterans are briefed on grievance procedures upon admission.

Acceptable Quality Level: 100%

Surveillance Method: User Surveys, observations and random inspections (auditing)

Frequency: Every 6-Months

5.7.3.6. Measure: 6. Patient Financial Literacy – Debt management

Performance Requirement: Treatment goals focus on proper budgeting

Standard: Veterans completing the program will have been educated on how to pay down their debts, have been educated on how to establish a bank account, and support given to veterans wanting to establish a bank account.

Acceptable Quality Level: 100%

Surveillance Method: Veteran and case manager self-report; Progress notes

Frequency: Every 6-Months

5.7.3.7. Measure: 7. Patient Financial Literacy – General Financial Literacy

Performance Requirement: Veteran admitted to the program will be educated on personal finance to increase financial literacy.

Standard: Veteran admitted to the program will complete a financial literacy program if interested within 30 days of being in the program

Acceptable Quality Level: 100%

Surveillance Method: Veteran and case manager self-report; Progress notes

Frequency: Every 6-Months

5.7.3.8. Measure: 8. Facility/Living Quarters

Performance Requirement: Providers and staff corrects all environmental violations/ deficiencies identified by the Safety Specialist and Environmental Inspectors.

Standard: Within 30 days of notice.

Acceptable Quality Level: 100%

Surveillance Method: User Surveys, observations and random inspections (auditing)

Frequency: Every 6-Months

5.8. Satisfaction Surveys: The Contractor shall request the veteran complete a satisfaction survey after the admission process is complete and submit to the VA.

5.9. Veteran Complaints: The Contractor shall educate its personnel and Veteran residents on the grievance procedures as well as clients rights. Contractor shall cooperate with the COR in providing information and answering questions in a timely manner when requested. Contractor shall refer complaints received directly from the customer(s) to the HCHV Liaison and/or COR. All complaints received by the COR and forwarded to the Contractor shall be investigated promptly. After investigation and disposition, Contractor shall respond to the COR within five (5) working days after receipt by the Contractor.

6. Government Responsibilities

6.1. Contract Administration/Performance Monitoring: After award of contract, all inquiries and correspondence relative to the administration of the contract shall be addressed to:

(enter contract administration if not already listed in another area- list the title (not name) and contact information for COR, Clinical point of contact, and any other relevant personnel involved).

6.2. CO Responsibilities: CO – Keith Roberts, 410-642-2411 x22921, keith.roberts@va.gov.

6.2.1. 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 any modification to include (but not limited to) terms affecting price, quantity or quality of performance of this contract.

6.2.2. The Contracting Officer shall resolve complaints concerning Contractor relations with the Government employees or patients. The Contracting Officer is final authority on validating complaints. In the event the Contractor effects 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.

6.2.3. In the event that contracted services do not meet quality and/or safety expectations, the best remedy will be implemented, to include but not limited to a targeted and time limited performance improvement plan; increased monitoring of the contracted services; consultation or training for Contractor personnel to be provided by the VA; replacement of the contract personnel and/or renegotiation of the contract terms or termination of the contract.

6.3. COR Responsibilities: The COR for this contract is: TBD

6.3.1. The COR shall be the VA official responsible for verifying contract compliance.

After contract award, any incidents of Contractor noncompliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer.

6.3.2. The COR will be responsible for monitoring the Contractor’s performance to ensure all specifications and requirements are fulfilled. Quality Improvement data that will be collected for ongoing monitoring includes but is not limited to enter data that may be collected.

6.3.3. The COR will review and certify monthly invoices for payment. If in the event the Contractor fails to provide the services in this contract, payments will be adjusted to compensate the Government for the difference.

6.3.4. All contract administration functions will be retained by the VA.

(End of Performance Work Statement)

B.4 INFORMATION REGARDING CONTRACTOR PERFORMANCE

ASSESSMENT REPORTING SYSTEM (CPARS) – CONTRACTOR’S

RESPONSIBILITY

This contract will require reporting by the Veterans Health Administration (VHA) in the Contractor Performance Assessment Reporting System (CPARS); therefore, at the time of award the contractor shall provide to the Contracting Officer a Point-of-Contract (POC) individual who will be responsible for managing reports within CPARS on this contract and will be assigned the role as “contractor representative” (CR) within CPARS.

CPARS is a Federal-agency wide system for the collection of Contractor Past Performance Information (PPI). Reporting PPI through CPARS is being implemented throughout VHA to be in compliance with the requirements of FAR Part 42 for documenting contractor performance assessments and evaluations.

PPI is relevant information for future source selection purposes regarding a contractor’s actions under previously awarded contracts. It includes, for example, the contractor’s record of conforming to contract requirements and to standards of good workmanship; the contractor’s record of forecasting and controlling costs; the contractor’s adherence to contract schedules, including the administrative aspects of performance; the contractor’s history of reasonable and cooperative behavior and commitment to customer satisfaction; the contractor’s record of integrity and business ethics, and, generally, the contractor’s business-like concern for the interest of the customer. Reporting PPI through CPARS facilitates compliance with the requirements of Office of Federal Procurement Policy (OFPP) memorandum, “Improving the Collection and Use of Information about Contractor Performance and Integrity”.

After award, the contractor’s CR will receive an email notification that access to the contract has been given to them. The CR should ensure that their contact information is accurate in CPARS at http://www.cpars.gov. The Contracting Officer/Contracting Officer Representative will evaluate the contractor's performance throughout the life of the contract, generally every 365 days, and at the end of contract performance. The report shall, then, be assigned in CPARS to the contractor's designated CR for comment.

The contractor’s CR will have up to 60 days to submit any comments and then re-assign the report to the VA Contracting Officer/contract specialist acting as the Assessing Official within CPARS. Failure to register and respond within the 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 should note that the government’s evaluation will appear in the Past Performance Information Retrieval System (PPIRS) on day 15 in a pending status if the CR has not commented by day 15.