S02_36C24522Q0679.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

688-22-1-601-0003

36C24522Q0679 06-17-2022

George Sherrin | george.sherrin@va.gov (304) 871-0873 06-30-2022

1600 EDT

Department of Veterans Affairs Cambridge VA Outpatient Clinic VISN 5 Contract Satellite Office 830 Chesapeake Drive Cambridge MD 21613

X

624229

$16.5 Million

N/A

X

VAMC (688)

Washington VAMC 50 Irving Street NW Washington DC 20422

Cambridge VA Outpatient Clinic VISN 5 Contract Satellite Office

PAYMENT WILL BE MADE BY

FSC e-Invoice Payment Invoice must be submitted electronically http://www.fsc.va.gov/einvoice.asp Invoice Setup Info 1-877-489-6235

See CONTINUATION Page

The Washington DC VAMC has the need for thirty-eight emergency beds for the Community Emergency Residential Services program in accordance with the Performance Work Statement.

This will be a straight three (3) year Firm Fixed Price IDIQ contract. Estimated period of performance will be:

August 1, 2022 - July 31, 2025.

Contractor is responsible for correct wage, title and compliance with all applicable wage and hour laws.

Questions if any are due by 12PM ET on 6/21/22.

See CONTINUATION Page

X X

X one

Paschal L. Dawson Contracting Officer

36C24522Q0679

Table of Contents

SECTION A

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

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ESTIMATED PERIOD OF PERFORMANCE: 08/01/2022 - 7/31/2025

B.3 PERFORMANCE WORK STATEMENT

B.4 INFORMATION REGARDING CONTRACTOR PERFORMANCE ASSESSMENT

REPORTING SYSTEM (CPARS) – CONTRACTOR’S RESPONSIBILITY

B.5 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 PRODUCTS

AND COMMERCIAL SERVICES (NOV 2021)

C.3 52.204-21 BASIC SAFEGUARDING OF COVERED CONTRACTOR

INFORMATION SYSTEMS (NOV 2021)

C.4 52.216-18 ORDERING (AUG 2020)

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

C.6 52.216-22 INDEFINITE QUANTITY (OCT 1995)

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

C.8 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.9 52.237-3 CONTINUITY OF SERVICES (JAN 1991)

C.10 52.223-99 ENSURING ADEQUATE COVID-19 SAFETY PROTOCOLS FOR

FEDERAL CONTRACTORS (OCT 2021) (DEVIATION)

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

C.12 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA

ACQUISITION OF COMMERCIAL ITEMS (APR 2020)

C.13 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-

OWNED SMALL BUSINESS EVALUATION FACTORS (OCT 2019)

C.14 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (OCT 2019)

C.15 VAAR 852.219-75 SUBCONTRACTING COMMITMENTS MONITORING AND

COMPLIANCE (JUL 2018)

C.16 VAAR 852.219-77 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (SEP 2021)

(DEVIATION)

C.17 VAAR 852.237-72 CRIME CONTROL ACT–REPORTING OF CHILD ABUSE (OCT

2019)

C.18 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.19 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (JAN 2021) (JUL 2020)

(DEVIATION)

C.20 MANDATORY WRITTEN DISCLOSURES

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 CONTRACTOR RULES OF BEHAVIOR

D.2 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

D.3 WAGE AND DETERMINATION

D.4 CONTRACTOR CERTIFICATION: Immigration and Nationality Act of 1952, As Amended D.5 VHA Supplemental Contract Requirements for Combatting COVID-19

SECTION E - SOLICITATION PROVISIONS

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

COMMERCIAL SERVICES (NOV 2021)

INSTRUCTIONS FOR SUBMISSION OF QUOTES

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 (FEB 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:

Business Name Address City/State/Zip Code Unique Entity ID Point of Contact Email Address Telephone Number Fax Number

b. GOVERNMENT: George Sherrin, Contracting Officer 36C245

Cambridge VA Outpatient Clinic VISN 5 Contract Satellite Office

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with: N/A

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X]

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 Emergency Residential 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 38 beds (emergency residential services), being needed for homeless Veterans. 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.

ESTIMATED PERIOD OF PERFORMANCE: 08/01/2022 - 7/31/2025

Description of Services The Washington DC VA Medical Center is seeking Contractors to provide low barrier sixty

(60) day emergency residential housing with intensive case management to literally homeless, chronically homeless or at risk of becoming homeless Veterans in accordance with the Performance work Statement.

NAICS: 624229 PSC: G099

Item Number

Quantity Unit Unit Price Number of Days 365 x 38 beds

Amount

0001 38 Daily per Veteran

Quantity Unit Unit Price Number of Days 366 x 38 beds

Amount

1001 38 Daily per

Quantity Unit Unit Price Number of Days 365 x 38 beds

Amount

2001 38 Daily per

B.3 PERFORMANCE WORK STATEMENT

Objective

The DC Veteran Affairs Medical Center (DC VAMC) is seeking contractors to provide Community-based Emergency Residential Service (CERS) with a Housing First model to Veterans who are homeless or at risk of becoming homeless and have a disability; in accordance with all terms, conditions, provisions and requirements listed herein.

Background

The DC VAMC has a goal of ending homelessness among veterans and maintain a functional zero (all Veterans who are homeless or newly homeless and are ready to be housed will be housed within ninety (90) days). This goal is supported by the President and the Secretary of the Veterans Administration. In an effort to support the VA’s “Zero Tolerance” on homelessness among Veterans, the DC VAMC is seeking Community-based Emergency Residential Service placement options for homeless Veterans with a disability.

The Health Care for Homeless Veterans (HCHV) Contracted Beds for Community Emergency Residential placement with supportive services is an opportunity to rapidly reduce Veteran’s homelessness, particularly those who present with a disability that require case management assistance to move to long-term and or permanent housing.

Description/Specifications/Work Statement

DC VAMC is seeking Contractors to assist with Community Emergency Residential housing with case management services for homeless Veterans. Many of these Veterans have multiple conditions that make it hard for them to succeed in shelters. These conditions may include mental illness, substance use disorders, and other serious medical conditions. DC VAMC intends to utilize the services of the Contractor to provide CER placement to homeless Veterans with a disability, referred by the DCVA Medical Center. The contractor shall be prepared to provide minimally, the following: wheelchair accessible housing, Needs Assessment and coordination of services, Linkage to resources based on needs, Intensive case management services determined to be needed by the Veteran in a plan developed by the Contractor with consultation from the Veteran and the Health Care for Homeless Veterans (HCHV) staff and/or other appropriate service providers; as well as appropriate housing placement as determined by the contractor, HCHV Team and the Veteran. Contractor shall have experience utilizing HMIS and other service tracking systems. This will be a multiple award, one award will be to a Contractor who must be located in Prince Georges County or Montgomery County, Maryland.

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 will require care and treatment services over and above the level of room and board.

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

a. Room and board.

b. Laundry facilities for residents to do their own laundry.

c. Therapeutic and Rehabilitative Services determined to be needed by the individual resident in a plan developed by the Contractor with consultation with the Veteran and the HCHV staff and/or other appropriate VA staff. Services which the contractor must be able to furnish or ensure the Veterans has access to, but are not limited to, include:

i. Structured group activities as appropriate – examples include group therapy, social skills training, Alcoholics Anonymous, Narcotics Anonymous, vocational counseling, and physical activities as appropriate.

ii. Collaboration with the HCHV staff who will provide supportive services with admission and discharge from the program.

iii. 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 in developing responsible living patterns, improved social skills and improved personal relationships.

v. Support for an alcohol/drug free lifestyle.

vi. Assistance in gain knowledge of the recovery process.

vii. Critical time intervention case management service geared toward stable housing.

3. The Contractor shall provide a locked and secured area for medications given the number of Veterans that will be served under this contract will be taking medications.

This location shall only be accessible by the contractor staff. It is recognized that Veterans will take their own medications, but they shall be supervised by contractor staff while obtaining and consuming their daily medications.

4. The Contractor’s per diem rate established by this contract shall include the services listed in this document and also include all services and supplies normally provided other residents by the facility without extra charge.

5. The Contractor shall employ trained professional staff and other personnel to carry out the policies and procedures of the program. There shall be at a minimum, one employee on duty on the premises, or residing at the program to provide the outlined supportive services, as well as, a designated independent licenses clinician/social worker, available for emergencies 24 hours a day, 7 days a week. This clinician/social worker shall be specifically assigned to the contract and be the point of contact for the HCHV staff.

6. The Contractor shall provide critical time intervention case management services for all

Veterans admitted to the program to assist with housing placement upon discharged. It is the Government expectation that all Veterans who successfully completes the program shall move into stable housing.

7. The Contractor 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 (http://www.gpo.gov/fdsys/pkg/STATUTE- 101/pdf/STATUTE-101-Pg92.pdf ); to verify quality of care for Veterans, to assure confidentiality of Veteran record information, and to determine the completeness and accuracy of financial records.

8. The Contractor shall collaborate with the Veteran and HCHV staff to conduct treatment and discharge planning reflecting a team assessment of health, social and vocational needs, goal setting and the involvement of Veteran's family and appropriate community resources to decrease or remove the barriers to meeting the goals.

9. The Contractor shall provide transportation to and from the DC VAMC facility for scheduled appointments or services. The Contractor shall pick up Veterans for admission to contracted beds once the Veteran is medically cleared by the VA staff. It is recommended that services be provided no more than 50 miles from the VA to accommodate 24 hours a day 7 days a week admission. It understood that the contractor shall make transportation available 24 hours a day 7 days a week to get Veteran to facility.

10. 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 (https://books.google.com/books?id=i0c7AAAAIAAJ&pg=PA662&lpg=PA662&dq=sectio n+17.34a,+title+38,+Code+of+Federal+Regulations&source=bl&ots=23hlRqgHEC&sig= p9iDGoXPS_lTZc_IJoB9GuzqKco&hl=en&sa=X&ved=0CCUQ6AEwAWoVChMI_ffN0p2 7yAIVTNgeCh3rcQUY#v=onepage&q=section%2017.34a%2C%20title%2038%2C%20C ode%20of%20Federal%20Regulations&f=false) .

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

12. The Contractor shall provide the following reports to the VA staff: monthly progress reports by the tenth day of the month, completed treatment/service plan by the fifth day post admission, discharge summary by the fifth day post discharge, as well as quarterly and annual outcome measures.

13. The Contractor shall submit a detailed monthly invoice no later than the fifth day of the month to be reviewed and validated by the VA Liaison prior to be submitted in OB10.

This will ensure that compensation for the services identified in the contract is received in a timely manner.

Inspection and Acceptance

1. The VA has the right to inspect the CERS facility and all appurtenances by authorized VA representatives at any time.

2. Upon the award of a contract and annual thereafter, a multidisciplinary VA team consisting of a social worker, nurse, dietician, Security officer, and an Engineering Safety officer will conduct a survey of the CERS facility. Federal Life Safety Code must be met prior to the placement of Veterans.

3. The Engineering Safety Officer will inspect the facility for conformity to the current Life

Safety Code and submit the findings to the chairperson of the team. The other members of the team will focus on an assessment of the quality of life within the facility, giving particular attention to the following indicators:

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

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.

The facility shall be in a central location, near public transportation, and near areas which provide employment.

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, and assistance with health and personal hygiene.

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.

Staff behavior and interaction with residents displays an attitude of genuine concern and caring.

There is evidence that nutritionally adequate meals are provided in a setting which encourages social interaction.

4. If deficiencies are noted during any inspection, the facility will be given a reasonable time, within 30 days to take corrective action and notify the Contracting Officer Representative when the corrections have been made. Startup could be delayed, or service suspended until noted deficiencies have been corrected.

5. The VA multidisciplinary team will monitor the Contractor's program and inspect the

Contractor's facility minimum, annually to ensure compliance with this agreement. 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 multidisciplinary team, the Contracting Officer will consult with the appropriate officials so that suitable arrangements can be made to discharge or transfer Veterans and terminate the contract.

Special Contract Requirements

1. 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. In addition, all other incidents will be reported to the VA representative with-in 24 hours in written.

2. In the event of a beneficiary receiving Community Emergency Residential placement care under this contract dies, the contracted facility shall promptly notify the VA staff authorizing admission and immediately assemble, inventory, and safeguard the Veteran's personal effects. The funds, deposits, and effects left by the Veterans upon the premises of the contracted facility shall be delivered by the facility 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 facility 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.

3. Absences of the Veteran from the contracted facility in excess of 72-hours will not be reimbursable except with the prior approval of the COR or his/her designee. Should a Veteran referred to a contracted facility absent him/herself in an unauthorized manner, payment for services for that Veteran to the contract facility would be continued for a maximum of three (3) days provided there is an active outreach attempt on the part of the contract facility staff to return the Veteran to the contracted program and a strong likelihood that the Veteran will return. Management of program dropout will be an element of the quality assurance review of this program.

4. Subsequent inspections of the contracted facility must be made monthly/quarterly/yearly by a multidisciplinary team necessary to assure the facility provides quality care in a safe environment. As site visits are accomplished by VA program staff personnel, attention will be directed to the adequacy of Veterans' records. Site visits will include a spot check of records to ensure contractor invoices accurately reflect Veteran's length of stay.

5. The Contractor shall maintain an individual clinical record on each Veteran placed under this contract. 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. In addition to reasons for referral, the clinical record maintained by the contract facility shall include:

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 the residential rehabilitation episode, and the anticipated length of stay, if known. Each month an admission log shall be completed by the contract facility for submission to the authorized VA staff.

c. Copies of any medical prescriptions issued by physicians, 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 particular focus on the attainment of self-help skills.

e. Discharge summaries on each Veteran who leaves the program, to include a description of beneficial changes realized during the residential period, reasons for leaving, the Veteran's future plans, and follow-up locator 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.

6. Contractor shall have the capacity to immediately begin to accept referrals of homeless or at risk of becoming homeless Veterans who present with a disabling condition that may include substance abuse and or mental health problems from the VAMC HCHV Community Resources and Referral Center. Contractor shall have minimum of 10 years experience working with the homeless population, most notable homeless Veterans. Contractor must be a current member of the “Homeless Continuum of Care and participate with the Coordinated Entry process for Veterans. Contractor must have 10 or more years of experience working with other homeless providers and landlords, as well as expansive knowledge of homeless resources in the community and be able to present evidence of this.

Contractor must be a current Homeless Manage Information System (HMIS) user or willing to acquire the appropriate license to input information into the local HMIS system.

Instructions, Conditions, and Notices

1. The HCHV staff will identify and refer all Veterans to the Contractor. All Veterans will be homeless or at risk of becoming homeless with a disability.

2. Before referring any Veteran, the VA will provide the Veteran with a clinical assessment, with a physical exam and laboratory studies, as appropriate.

3. All Veterans will be capable of self-preservation, and in an emergency situation, will have sufficient capacity to recognize physical danger, sufficient judgment to recognize when such danger requires immediate egress from the group residence, and sufficient capacity to follow a prescribed route of egress, and sufficient physical mobility to accomplish such egress.

4. VA will authorize up to a maximum of sixty (60) days of care depending upon the needs of the Veteran as determined by the Veteran, the HCHV staff, and the contracted facility staff. Extension can and will be granted only after a written request is made by the case manager in collaboration with the veteran showing fair and reasonable effort being made to move into permanent housing and the barriers. The Liaisons will respond in writing approving or denying the request. This request will be placed in Veteran’s record.

Payments and Invoices

It is understood that no obligation will be incurred by the VA under this contract until authorizations are issued by the Chief, Mental Health and Behavioral Sciences Service or his/her designee for residential treatment for specific beneficiaries. 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. If a beneficiary is admitted to and discharged on the same calendar day, payment will be made for one (1) day.

Invoices shall be submitted to the VA facility authorizing admission of the Veteran for verification, certification, and authorization for payment. Payment will be made by VA Financial Services Center, Austin TX

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. After the CR has either commented or failed to respond within 60 days, the evaluation will become final in PPIRS.

It is the responsibility of the contractor to contact the contracting officer and request a change if, at any time, the contractor wishes to change the person assigned as the contractor representative on this contract.

Training in the use of CPARS is available online at https://www.cpars.gov by clicking on the tab “Training”.

INDIVIDUAL TO BE DESIGNATED AS CONTRACTOR REPRESENTATIVE (CR):

An individual must be designated in writing in order for a proposal to be considered responsive to the requirements of the applicable solicitation.

First and last name:

Phone: Ext: Fax:

Internet/Email Address:

B.5 IT CONTRACT SECURITY

NOTE: APPLICABLE SECTIONS 1,2,6,7,8 AND 9.

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

1. GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS).

Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

d. Custom software development and outsourced operations must be located in the U.S.

to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.

e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor's employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

3. VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor's information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA's information is returned to the VA or destroyed in accordance with VA's sanitization requirements. VA reserves the right to conduct on site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

c. Prior to termination or completion of this contract, contractor/ subcontractor must not destroy information received from VA, or gathered/ created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

g. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.

h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140- 2 validated.

i. The contractor/subcontractor's firewall and Web services security controls, if applicable, shall meet or exceed VA's minimum requirements. VA Configuration Guidelines are available upon request.

j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA's prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.

k. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above-mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response.

l. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COR.

1. INFORMATION SYSTEM DESIGN AND DEVELOPMENT

a. Information systems that are designed or developed for or on behalf of VA at non-VA facilities shall comply with all VA directives developed in accordance with FISMA, HIPAA, NIST, and related VA security and privacy control requirements for Federal information systems. This includes standards for the protection of electronic PHI, outlined in 45 C.F.R.

Part 164, Subpart C, information and system security categorization level designations in accordance with FIPS 199 and FIPS 200 with implementation of all baseline security controls commensurate with the FIPS 199 system security categorization (reference Appendix D of VA Handbook 6500, VA Information Security Program). During the development cycle a Privacy Impact Assessment (PIA) must be completed, provided to the COR, and approved by the VA Privacy Service in accordance with Directive 6507, VA Privacy Impact Assessment.

b. The contractor/subcontractor shall certify to the COR that applications are fully functional and operate correctly as intended on systems using the VA Federal Desktop Core Configuration (FDCC), and the common security configuration guidelines provided by NIST or the VA. This includes Internet Explorer 7 configured to operate on Windows XP and Vista (in Protected Mode on Vista) and future versions, as required.

c. The standard installation, operation, maintenance, updating, and patching of software shall not alter the configuration settings from the VA approved and FDCC configuration.

Information technology staff must also use the Windows Installer Service for installation to the default "program files" directory and silently install and uninstall.

d. Applications designed for normal end users shall run in the standard user context without elevated system administration privileges.

e. The security controls must be designed, developed, approved by VA, and implemented in accordance with the provisions of VA security system development life cycle as outlined in

NIST Special Publication 800-37, Guide for Applying the Risk Management Framework to Federal Information Systems, VA Handbook 6500, Information Security Program and VA Handbook 6500.5, Incorporating Security and Privacy in System Development Lifecycle.

f. The contractor/subcontractor is required to design, develop, or operate a System of Records Notice (SOR) on individuals to accomplish an agency function subject to the Privacy Act of 1974, (as amended), Public Law 93-579, December 31, 1974 (5 U.S.C. 552a) and applicable agency regulations. Violation of the Privacy Act may involve the imposition of criminal and civil penalties.

g. The contractor/subcontractor agrees to:

(1) Comply with the Privacy Act of 1974 (the Act) and the agency rules and regulations issued under the Act in the design, development, or operation of any system of records on individuals to accomplish an agency function when the contract specifically identifies:

(a) The Systems of Records (SOR); and

(b) The design, development, or operation work that the contractor/ subcontractor is to perform;

(1) Include the Privacy Act notification contained in this contract in every solicitation and resulting subcontract and in every subcontract awarded without a solicitation, when the work statement in the proposed subcontract requires the redesign, development, or operation of a SOR on individuals that is subject to the Privacy Act; and

(2) Include this Privacy Act clause, including this subparagraph (3), in all subcontracts awarded under this contract which requires the design, development, or operation of such a

SOR.

h. In the event of violations of the Act, a civil action may be brought against the agency involved when the violation concerns the design, development, or operation of a SOR on individuals to accomplish an agency function, and criminal penalties may be imposed upon the officers or employees of the agency when the violation concerns the operation of a SOR on individuals to accomplish an agency function. For purposes of the Act, when the contract is for the operation of a SOR on individuals to accomplish an agency function, the contractor/subcontractor is considered to be an employee of the agency.

(1) "Operation of a System of Records" means performance of any of the activities associated with maintaining the SOR, including the collection, use, maintenance, and dissemination of records.

(2) "Record" means any item, collection, or grouping of information about an individual that is maintained by an agency, including, but not limited to, education, financial transactions, medical history, and criminal or employment history and contains the person's name, or identifying number, symbol, or any other identifying particular assigned to the individual, such as a fingerprint or voiceprint, or a photograph.

(3) "System of Records" means a group of any records under the control of any agency from which information is retrieved by the name of the individual or by some identifying number, symbol, or other identifying particular assigned to the individual.

i. The vendor shall ensure the security of all procured or developed systems and technologies, including their subcomponents (hereinafter referred to as "Systems"), throughout the life of this contract and any extension, warranty, or maintenance periods.

This includes, but is not limited to workarounds, patches, hotfixes, upgrades, and any physical components (hereafter referred to as Security Fixes) which may be necessary to fix all security vulnerabilities published or known to the vendor anywhere in the Systems, including Operating Systems and firmware. The vendor shall ensure that Security Fixes shall not negatively impact the Systems.

j. The vendor shall notify VA within 24 hours of the discovery or disclosure of successful exploits of the vulnerability which can compromise the security of the Systems (including the confidentiality or integrity of its data and operations, or the availability of the system). Such issues shall be remediated as quickly as is practical, but in no event longer than days.

k. When the Security Fixes involve installing third party patches (such as Microsoft OS patches or Adobe Acrobat), the vendor will provide written notice to the VA that the patch has been validated as not affecting the Systems within 10 working days. When the vendor is responsible for operations or maintenance of the Systems, they shall apply the Security Fixes within days.

l. All other vulnerabilities shall be remediated as specified in this paragraph in a timely manner based on risk, but within 60 days of discovery or disclosure. Exceptions to this paragraph (e.g. for the convenience of VA) shall only be granted with approval of the contracting officer and the VA Assistant Secretary for Office of Information and Technology.

5. INFORMATION SYSTEM HOSTING, OPERATION, MAINTENANCE, OR USE

a. For information systems that are hosted, operated, maintained, or used on behalf of VA at non-VA facilities, contractors/subcontractors are fully responsible and accountable for ensuring compliance with all HIPAA, Privacy Act, FISMA, NIST, FIPS, and VA security and privacy directives and handbooks. This includes conducting compliant risk assessments, routine vulnerability scanning, system patching and change management procedures, and the completion of an acceptable contingency plan for each system.

The contractor's security control procedures must be equivalent, to those procedures used to secure VA systems. A Privacy Impact Assessment (PIA) must also be provided to the COR and approved by VA Privacy Service prior to operational approval. All external Internet connections to VA's network involving VA information must be reviewed and approved by VA prior to implementation

b. Adequate security controls for collecting, processing, transmitting, and storing of Personally Identifiable Information (PII), as determined by the VA Privacy Service, must be in place, tested, and approved by VA prior to hosting, operation, maintenance, or use of the information system, or systems by or on behalf of VA. These security controls are to be assessed and stated within the PIA and if these controls are determined not to be in place, or inadequate, a Plan of Action and Milestones (POA&M) must be submitted and approved prior to the collection of PII.

c. Outsourcing (contractor facility, contractor equipment or contractor staff) of systems or network operations, telecommunications services, or other managed services requires certification and accreditation (authorization) (C&A) of the contractor's systems in accordance with VA Handbook 6500.3, Certification and Accreditation and/or the VA OCS Certification Program Office. Government- owned (government facility or government equipment) contractor-operated systems, third party or business partner networks require memorandums of understanding and interconnection agreements (MOU-ISA) which detail what data types are shared, who has access, and the appropriate level of security controls for all systems connected to VA networks.

d. The contractor/subcontractor's system must adhere to all FISMA, FIPS, and NIST standards related to the annual FISMA security controls assessment and review and update the PIA. Any deficiencies noted during this assessment must be provided to the

VA contracting officer and the ISO for entry into VA's POA&M management process.

The contractor/subcontractor must use VA's POA&M process to document planned remedial actions to address any deficiencies in…