S02 - 36C24822Q0286_final.docx

36C24822Q0286

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 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

516-22-2-1238-0003 516-22-2-1238-0001

02-03-2022 Peter Bedard 860.351.3008 03-03-2022

EST

36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8)

8875 Hidden River Pkwy Suite 525 Tampa FL 33637

X

624221 $12 Million

N/A

Department of Veterans Affairs James A. Haley Veterans Hospital (90C) 13000 Bruce B. Downs Blvd

Tampa FL 33612 36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8)

8875 Hidden River Pkwy Tampa FL 33637

Department of Veterans Affairs Financial Services Center

P.O. Box 149971 Austin TX 78714-9971

See CONTINUATION Page The contractor shall provide Contracted Emergency Residential Services (CERS) for Homeless Veterans in Manatee and Pinellas counties in support of the Bay Pines VA Healthcare System. Services shall be provided off-site at the contractor's facility.

Indefinite-Delivery Indefinite Quantity (IDIQ) is for one (1) base year, with four (4) - one (1) year options.

Period of Performance will be 03/29/2022 - 03/28/2027.

Reference page 5 thru 8 for the Price Schedule.

Reference page 9 thru 33 for the Performance Work Statement.

The current wage determination listed on sam.gov will be the applicable wage determination included in the awarded contract(s) and updated if option years are exercised.

See CONTINUATION Page

Mechelle Reaser

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR: ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

b. GOVERNMENT: Contracting Officer 36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8) 8875 Hidden River Pkwy Suite 525 Tampa FL 33637

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

3. INVOICES: Invoices shall be submitted 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.

Department of Veterans Affairs Financial Services Center P.O. Box 149971 Austin TX 78714-9971

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

6. CONFORMITY TO REGULATIONS: The contractor and his/her operations shall conform to all regulations, Federal, State and Local governing the performance of contracted services.

7. MANDATORY WRITTEN DISCLOSURES: Mandatory written disclosures required by FAR clause 52.201-13 to the Department of Veterans Affairs, Office of Inspector General (OIG) must be made electronically through the VA OUG Hotline at http://www.va.gov/oig/contacts/hotline.asp and clicking on “FAR Clause 52.203-13 Reporting”. If you experience difficulty accessing the website, call the Hotline at 1-800-488-8244 for further instructions.

8. CAUTION: Late submissions, modification, and withdrawals: See Provisions FAR 52.212-1

9. POST AWARD ORIENTATION: The contracting officer will schedule a post award orientation conference for contract orientation purposes as required by https://www.va.gov/oal/library/vaam/vaamM842.asp#M84250270.

B.2 PRICE SCHEDULE

The contractor shall furnish all personnel, equipment, and location to provide services necessary to perform Emergency Residential Services for Homeless Veterans to eligible beneficiaries of the Department of Veterans Affairs Healthcare System, Bay Pines VA Healthcare System (hereinafter referred to as BPVAHCS) as specific herein. All services shall be performed at the contractor’s facility.

Contract Type: The Government intent is to award one (1) or up to two (2) separate Indefinite Delivery Indefinite Quantity (IDIQ) contract type for Manatee and Pinellas Counties. Quotes will be accepted for either location or both.

Minimum and Maximum Quantity: The guaranteed minimum amount to be ordered for this procurement is $2,500.00 of services rendered for the base year of the contract. The combined maximum guaranteed to be ordered for both procurements (Manatee and Pinellas) for the period of performance of one (1) base year and four (4) – one (1) year options is $2,800,000.00. If the maximum aggregate amount of $2,800,000.00 is reached prior to the end date of the final period of performance, not further task order will be issued on the contract.

Task Order Procedures: In lieu of issuing an individual task order whenever there is a need for service or a patient is placed, one (1) task order will be issued to fund each period of performance and will be modified to increase or decrease funding as necessary. Task Orders will be obligated with a Not to Exceed (NTE) amount and contractor shall not exceed estimated dollar threshold without the express or written consent of the contracting officer. Adjustment made without approval will be considered an unauthorized commitment violation under Federal Acquisition Regulation, FAR 1.602-3. The task order will contain date of order, order number, line-item number, description, estimated quantity, unit price, performance schedule, place of performance, accounting and appropriation data and method of payment.

Estimated Quantities: The quantities or dollar threshold listed in the Price Schedule effective for the periods stated are estimated only and are not purchase by the resultant contract. Except as this contract otherwise provide, if the VA’s requirement does not result in orders in the quantities or dollar amount described that fact shall not constitute the basis for an equitable price adjustment.

Evaluation of Options: Except when it is determined in accordance with FAR 17.206(b) not to be in the government’s best interest, the government will evaluate offers for award purposes by adding the total price for each option period to the total price for the basic requirement. Evaluation of options will not obligate the government to exercise the option(s).

Pricing: Price schedule for Line-Item Number (LIN) for the base year and each option year includes the following: estimated quantity, unit, proposed unit price, proposed total annual price for each LIN, and the estimated grand total.

Contracted Emergency Residential Services (CERS) contract to support the needs of the Healthcare for Homeless Veterans (HCHV) program at BPVAHCS. in Manatee County.

QTY: 10 beds per day Contract Period: Base POP Begin: 03-29-2022 POP End: 03-28-2023

Contracted Emergency Residential Services (CERS) contract to support the needs of the Healthcare for Homeless Veterans (HCHV) program at BPVAHCS in Pinellas County.

QTY: 20 beds per day Contract Period: Base POP Begin: 03-29-2022 POP End: 03-28-2023

Contracted Emergency Residential Services (CERS) contract to support the needs of the Healthcare for Homeless Veterans (HCHV) program at BPVAHCS. in Manatee County.

Contract Period: Option 1 POP Begin: 03-29-2023 POP End: 03-28-2024

Contracted Emergency Residential Services (CERS) contract to support the needs of the Healthcare for Homeless Veterans (HCHV) program at BPVAHCS in Pinellas County.

Contract Period: Option 1 POP Begin: 03-29-2023 POP End: 03-28-2024

Contracted Emergency Residential Services (CERS) contract to support the needs of the Healthcare for Homeless Veterans (HCHV) program at BPVAHCS. in Manatee County.

Contract Period: Option 2 POP Begin: 03-29-2024 POP End: 03-28-2025

Contracted Emergency Residential Services (CERS) contract to support the needs of the Healthcare for Homeless Veterans (HCHV) program at BPVAHCS in Pinellas County.

Contract Period: Option 2 POP Begin: 03-29-2024 POP End: 03-28-2025

Contracted Emergency Residential Services (CERS) contract to support the needs of the Healthcare for Homeless Veterans (HCHV) program at BPVAHCS. in Manatee County.

Contract Period: Option 3 POP Begin: 03-29-2025 POP End: 03-28-2026

Contracted Emergency Residential Services (CERS) contract to support the needs of the Healthcare for Homeless Veterans (HCHV) program at BPVAHCS in Pinellas County.

Contract Period: Option 3 POP Begin: 03-29-2025 POP End: 03-28-2026

365.00

Contracted Emergency Residential Services (CERS) contract to support the needs of the Healthcare for Homeless Veterans (HCHV) program at BPVAHCS. in Manatee County.

Contract Period: Option 4 POP Begin: 03-29-2026 POP End: 03-28-2027

Contracted Emergency Residential Services (CERS) contract to support the needs of the Healthcare for Homeless Veterans (HCHV) program at BPVAHCS in Pinellas County.

Contract Period: Option 4 POP Begin: 03-29-2026 POP End: 03-28-2027

Page 1 of Page 1 of

Performance Work Statement

1. GENERAL:

1.1 Services Required: The Bay Pines VA Healthcare System (BPVAHCS); requires Contracted Emergency Residential Services (CERS) for Homeless Veterans in Manatee and Pinellas counties in support of Bay Pines VA Healthcare System. The residential environment will provide housing and supportive services to veterans who are homeless and veterans at imminent risk of homelessness. The services will be furnished to beneficiaries for veterans whose care is specifically authorized by the Department of Veterans Affairs, BPVAHCS. It is understood that the type of patients to be cared for under this contract will require care and services above the level of meals, room, and board. Care services shall include: a supervised alcohol and drug free environment and supportive case management services.

1.2 Place of Performance: Services shall be provided off-site at the contractor’s facility.

1.3 Authority: In accordance with Title 38 United States Code (USC) 8153, Title 38 Code of Federal Regulations 17.53, Federal Acquisition Regulation (FAR) Parts 12 and 13.5.

1.4 Policy and Regulations: In accordance with Title 38 Code of Federal Regulations (CFR) Section 17.53: “The admission of any patient to a private or public hospital at the Department of Veterans Affairs expense will only be authorized if a Department of Veterans Affairs medical center or other Federal facility to which the patient would otherwise be eligible for admission is not feasibly available. A Department of Veterans Affairs facility may be considered as not feasibly available when the urgency of the applicant’s medical condition, the relative distance of the travel involved, or the nature of the treatment required makes it necessary or economically advisable to use public or private facilities. In those instances where care in public or private hospitals at the Department of Veterans Affairs expense is authorized because a Department of Veterans Affairs or other Federal facility was not feasibly available, as defined in this section, the authorization will be continued after admission only for the period of time required to stabilize or improve the patient’s condition to the extent that further care is no longer required to satisfy the purpose for which it was initiated.”

1.5 Type of Contract: Base year with four (4) - one (1) year options.

1.6 Acronyms/Definitions:

2. Facility: Facility must meet the following: (a) the standards of Life Safety Code (National Fire Protection Association (NFPA)) #101; (b) the fire and safety code imposed by State Law; and (c) City, State, and Federal requirements concerning licensing and health codes.

3. Licenses and Accreditation: All residents’ settings must be licensed as required for the particular setting under State or Federal authority and available when requested. Accreditation by the Joint Commission and/or Commission on Accreditation of Rehabilitation Facilities (CARF) is evidence of internal quality assurance mechanisms and is desirable but is not required. Where applicable, the resident setting must have a current occupancy permit issued by the authority having jurisdiction.

4. Access to Patient Information: In performance of official duties, Contractor’s provider(s) have regular access to printed and electronic files containing sensitive data, which must be protected under the provisions of the Privacy Act of 1974 (5 U.S.C. 552a) and other applicable laws, Federal Regulations, Veterans Affairs statutes, and policies.

5. VHA Supplemental Contract Requirements for Combatting COVID-19: Contractor employees who work in or travel to VHA locations (to include VA contracted sites of care) must comply with the following:

A. Documentation requirements:

1) If fully vaccinated, contractors shall show proof of vaccination.

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2) If unvaccinated, contractors shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test that includes an affiliated telehealth service.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

B. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

1) Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

C. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

D. For indefinite delivery contracts: Contractor agrees to comply with VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.

6. Standard Personnel Testing (PPD, etc.): Contractor shall provide statement that all required infectious disease testing for personnel is current and the contractor is compliant with all applicable laws to include OSHA regulations concerning occupational exposure to blood borne pathogens. The contractor shall also notify the VA of any significant communicable disease exposures and the VA current CDC/HICPAC Guidelines for Infection Control in health care personnel (as published in American Journal for Infection Control – AJUC 1998; 26:289-354 http://www.cdc.gov/hicpac/pdf/intectControl98.pdf for disease control. If personnel are absent from work secondary to infectious disease, then contractor shall provide follow up documentation of clearance prior to return to the workplace.

7. Citizenship related requirements: The Contractor certifies that the contractor’s staff shall comply with any and all legal provisions contained in the Immigration and Nationality Act of 1952, as amended it related laws and regulations that are enforced by Homeland Security, Immigration and Customs Enforcement and the U.S. Department of Labor as these may relate to non-immigrant foreign national working under contract or subcontract for the contractor while providing services to Department of Veterans Affairs patient referrals. While performing services for the Department of Veterans Affairs, the contractor shall not knowingly employ, contract, or subcontract with an illegal alien; foreign national non-immigrant who is in violation their status, as a result of their failure to maintain or comply with the terms and conditions of their admission into the United States. Additionally, the contractor is required to comply with all “E-Verify” requirements consistent with “Executive Order 12989” and any related pertinent amendments, as well as applicable Federal Acquisition Regulations. If the contractor fails to comply with any requirements outlined in the preceding paragraphs or its agency regulations, the Department of Veterans Affairs may, at its discretion, require that the foreign national who failed to maintain their legal status in the United States or otherwise failed to comply with the requirements of the laws administered by Homeland Security, Immigration and Customs Enforcement and the U.S. Department of Labor, shall be prohibited from working at the Contractor’s place of business that services Department of Veterans Affairs patient referrals; or other place where the contractor provides services to veterans who have been referred by the Department of Veterans Affairs; and shall form the basis for termination of this contract for breach. This certification concerns a matter within the jurisdiction of an agency of the Unites States and the making of a false, fictious, or fraudulent certification may render the maker subject to prosecution under 18 U.S.C 1001. The contractor agrees to obtain a similar certification from its subcontractors. The Certification shall be made as part of the quote response to the RFQ using the subject attachment in Section D of the solicitation document.

8. Annual Office of Inspector General (OIG) Statement: In accordance with The Health Insurance Portability Act (HIPAA) and the Balanced Budget ACT (BBA) of 1977, the U.S. Department of Health and Human Services OIG has established a list of parties and entities excluded from Federal Health care programs. Specifically, the listed parties and entities may not receive Federal Health Care Program payments due to fraud and/or abuse of the Medicare and Medicaid programs. Therefore, all contractors shall review the OIG List of Excluded Individuals/Entities on the OIG website at www.hhs.gov/oig to ensure that the proposed contract staff and/or firm(s) are not listed. By submitting their quote, the contractor certifies that the OIG List of Excluded Individual/Entities has been reviewed and the Contractor and/or firm is not listed as of the date the quote was submitted.

9. Non-Personal Healthcare Services: The parties agree that the contractor and all contractor’s staff shall not be considered VA employees for any purpose.

10. Indemnification: The contractor shall be liable and shall indemnify and hold harmless the Government against, all actions or claims for loss of a damage to property or the injury or death of persons. Arising out of resulting from the fault, negligence, or act or omission of the contractor, its agents, or employees.

11. Contract Employees: The Contractor shall be responsible for protecting the contractor’s staff furnishing services. To carry out this responsibility, the contractor shall provide or certify that the following is provided for all contract employees providing services under the resultant contract: Workers’ compensation, Health examinations, Income tax withholding, and social security payments.

12. Hours of Operation: The contractor shall offer 24-hour supervised environment.

II. Contractor Responsibilities:

1. The Contractor shall offer 24-hour supervised environment to include a clean, safe, home-like setting, semi-private or private room with bath access, communal dining with three meals/day and healthy snacks, laundry facilities on site including soaps, and a climate-controlled indoor recreational area for reading, writing, watching television, playing games, relaxing, and/or socializing. In addition, the facility shall be in one of the following counties: Manatee and/or Pinellas. Preference will be given to facilities that can accommodate families and female Veterans

2. Each Veteran shall be furnished with a bed, pillow, sheets, pillowcase, bath towel, face cloth, hand towel, blankets, linens, a place to hang clothes, dresser drawers, and a locked cabinet/drawer for medications/valuables.

3. The Contractor shall target Veterans who are homeless as defined by HUD and/or VHA guidelines.

4. The residential setting shall provide appropriate access and services for female Veterans. The residential setting shall maintain and adjust environments to support women Veterans’ dignity, respect, and safety. Physical and psychosocial privacy shall be provided to women Veterans. Separate, safe, and secure sleeping arrangements for women Veterans are required, as are safe and secure bathroom arrangements. In mixed-gender units, this includes but is not limited to, proximity to staff and door locks. Gender-specific personal care and hygiene products shall be provided.

5. The Contractor shall provide face-to-face check-ins at regularly scheduled intervals to ensure that the resident is alert, oriented, and not in distress. Shift reports shall be completed to ensure that the information about the resident’s care is handed off from shift to shift. Check-in intervals shall be increased for residents recently discharged from an inpatient treatment setting.

6. The Contractor shall have policies and procedures to identify how intoxicated or impaired participants will be identified and managed in this program, with a focus on safety and the therapeutic environment. The program ensures that staff are educated on this policy and procedure.

7. Therapeutic and Rehabilitative Services including:

a. To promote a therapeutic environment, a daily community meeting shall be facilitated by staff.

b. Structured activities including a variety of therapeutic group, physical, and recreational activities. Examples would include WRAP, Seeking Safety, Life Skills, Coping Skills, Anger Management, Hygiene, Preventative Health Education, and Leisure Skills.

c. Health and personal hygiene maintenance, including education, support, and supplies.

d. Monitoring of medications to include reconciliation of medication by qualified staff, assignment to a level of medication management, and random inspections of medication in the resident’s possession to ensure compliance. The Contractor will be responsible for submitting policies and procedures related to medication management levels and monitoring. Policies and procedures shall reflect the therapeutic purpose of medication management, including the reduction of risk and/or misuse and the education of Veterans about taking medications appropriately so they can successfully return to independent living.

e. Supportive social service, in collaboration with case managers, VA, or other community resources.

f. Professional counseling, as required, to include emphasis on self-care skills, adaptive coping skills, and as appropriate, vocational counseling, in collaboration with VA and other community resources.

g. Opportunities for immediate learning and/or development of responsible living practices with a goal of achieving a more adaptive level of psychosocial functioning and internalizing knowledge of the illness and/or recovery process. This shall include improving social skills, personal relationships, health, and personal hygiene maintenance. Expectation is that residents will be up, dressed, and participating in the milieu daily. Exceptions may be considered for those who work nights; however, ongoing need for exception shall require approval by the VA Liaison or designee.

h. The residential treatment setting shall provide a clean and sober environment and support for an alcohol and/or drug-free lifestyle. The Contractor shall be responsible for submitting policies and procedures prohibiting residents from using or possessing alcohol and non- prescribed drugs while residing in the residential treatment setting. To ensure a substance-free environment, residents shall consent to alcohol and drug screenings on a regular, random, or as-clinically-indicated basis. Monitoring procedures shall include observed sample collection in a private space specifically designed for this purpose or with other methods to ensure that samples are not adulterated (e.g., temperature strips) and promote rapid preliminary feedback (e.g., breathalyzer), with laboratory confirmation available for disputed results. Quantitative urine toxicology screening may be used in cases where an abused substance may remain in a resident’s system for a number of days or weeks. Slips and relapses are a part of recovery and must be used as opportunities to engage Veterans in treatment and recovery. These events shall be handled therapeutically using a non-judgmental approach that will assist the Veteran with identifying triggers and developing strategies and skills to maintain sobriety.

The Contractor shall be responsible for submitting policies and procedures regarding the methods of drug screening to be utilized.

i. The residential setting is responsible to provide transportation assistance to and from the Bay Pines VA Healthcare System, employment and housing opportunities, court appointments, and therapeutic recreational activities. Transportation assistance may include, but not limited to transportation via facility vehicle, providing bus passes or taxi voucher. If the Contractor transports Veterans via facility vehicle, the Contractor shall provide hours of operation, number of drivers, vehicle type/size, vehicle registration, insurance coverage, and driver credentials to include applicable licenses with no more than 3 points.

j. Discharge planning shall begin at admission in collaboration with VA staff. All discharges shall be handled therapeutically. The Contractor shall be responsible for submission of procedures to ensure that, regardless of the reason for discharge, the same process will occur:

(1) Veteran shall be involved in the discharge planning process.

(2) Veteran shall be provided with clear information regarding the discharge.

(3) Facility staff will assess the Veteran’s overall mental health and take appropriate action if necessary.

(4) If the Veteran does not have a housing plan, facility staff shall arrange for transitional or temporary housing.

(5) The facility staff shall obtain the Veteran’s forwarding address and/or contact phone number.

8. Outreach shall be conducted by the Contractor and VA homeless outreach staff. All admissions shall have concurrence of VA. If a Veteran arrives at the facility during weekends or after the normal business hours of 8:00am and 4:30pm, the provider may accept the Veteran with a valid VA Identification Card or Veteran verification documentation; however, VA staff have right of approval/disapproval for payment based on verification of healthcare eligibility. The provider shall conduct screenings and process admissions a minimum of five business days per week, excluding federal or other agency-recognized holidays. The Contractor shall be responsible for submission of policies and procedures regarding program admission and screening.

9. The Contractor staff shall develop a highly individualized treatment plan with each Veteran, with goals reasonably expected to be accomplished within 30 days. Individualized treatment plans will reflect a recovery orientation that includes the Veteran’s identification of his/her strengths, needs, abilities and preferences as well as the definition of treatment goals and steps to achievement. The plan will include time parameters and measurable objectives along with expected dates for review and revision. The Contractor shall be responsible for submission of treatment planning procedures to ensure compliance with minimum standards.

10. Admission to the contract facility is for a maximum of 30 consecutive days. Utilizing VA Liaison staff, treatment planning discussions and information on available programs/services in the area, the Contractor shall encourage its Veteran residents to work towards transitional or permanent housing from the time of admission. All extensions will require approval of the Liaison, HCHV Coordinator, or Designee. The Transition Plan must clearly state how extension(s) will benefit the Veteran and identify housing goals that will specifically be addressed and implemented during the extension.

11. The Contractor shall maintain records necessary to determine bed days of care so that monthly invoices submitted to VA for payment are accurate and timely. The Contractor shall provide the VA with a bed roster a minimum of three (3) times a week, to include names, last four digits of the Veterans’ Social Security numbers, admission dates, prior discharges, and anticipated discharges occurring within two weeks. Should a patient be absent in an unauthorized manner, payment for services for that Veteran may be continued for a period of two (2) days, provided that there is a documented outreach attempt on the part of the residential treatment setting and strong likelihood that the patient will return. Absences in excess of 48 hours will not be reimbursable, except with prior approval by VA. Approval by VA will depend on documentation and justification for the absence and will be determined on a case-by-case basis. In the event of a Veteran’s death, the Contractor shall notify the VA within one hour, and the Contractor shall safeguard and secure the Veteran’s personal effects.

12. Documentation required by the Contractor:

a. The residential treatment setting shall comply with the requirements of “Confidentiality of Certain Medical Records” (38 U.S.C 7332), and the “Confidentiality of Alcohol and Drug Abuse Patients Records” (42 CFR, Part II) when appropriate and shall be part of the contract. There shall be no re- disclosure of patient information by the Contractor.

b. All records shall be maintained with such 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.

c. To protect Veteran identity, all email notifications and documents shall be sent to the VA designee using a unique case number. No social security numbers or Veteran names shall be sent via email.

d. Essential identifying data relevant to the Veteran, including appropriate assessments and history of the Veteran’s homelessness.

e. Data relevant to the Veteran’s admission and anticipated length of stay.

f. A record or log of medical orders or prescriptions issued by physicians. VA and facility staff shall coordinate a system to ensure that a change in medication such as discontinued prescriptions are communicated.

g. A Treatment Plan shall be submitted by the residential facility to the HCHV Liaison or VA designee within 3 days of admission. Treatment Plan should identify a Veteran’s Strengths, Needs, Abilities, and Preferences, including needs beyond scope of program, and referrals made for additional services. Goals should be developed with active participation from the Veteran and expressed in the words of the Veteran served. Goals should include a plan for more stable housing, which may include a VA residential program. Objectives should be Specific, Measurable, Attainable, Realistic, Timely, and reasonably expected to be accomplished within 30 days. Interventions should identify who is responsible for implementation, frequency/duration of intervention, and techniques/methods/services used. Treatment Plans should include identification of support systems including family/social/community (or reason for lack thereof). The Contractor shall be responsible for submission of procedures to ensure compliance with minimum standards regarding treatment planning.

h. Transition Plan (TP) within 3 days of admission. TP is developed with the Veteran served, family (if applicable), and Treatment Plan team members to ensure seamless transition when the Veteran transfers to another level of care, another program, and/or prepares for planned discharge. The TP should identify a Veteran’s current progress in his/her own recovery or move towards well-being (including securing stable housing); gains achieved during program participation; the Veteran’s need for support systems or other types of services that will assist in continuing his/her recovery, well-being, or community integration; information on the continuity of the Veteran’s medication(s) when applicable; referral information such as contact name, telephone number, location, hours, days of services when applicable; communication of information on options and resources available if symptoms recur; and additional services needed. The Contractor shall be responsible for submission of procedures to ensure compliance with minimum standards regarding transition planning.

i. Treatment Plan updates shall occur weekly or more frequently if indicated, to include any changes in the Veteran’s goals and measures of movement toward rehabilitation goals. The Contractor shall be responsible for submission of procedures to ensure compliance with minimum standards regarding treatment plan updates.

j. Documentation shall reflect a minimum of weekly participation in clinical individual and/or group meetings. In the event of missed clinical individual or group meetings, documentation shall reflect the reason for lack of participation and efforts to engage the Veteran, as appropriate.

k. The Contractor shall complete a final summary on each Veteran who leaves the program within 3 days of their discharge. The summary will include a description of changes realized during the Veteran’s stay in the residential program, reason for leaving, future plan, aftercare plan, and specific follow-up contact information. This summary will then be sent to the HCHV Liaison or VA Designee within 5 days of discharge.

l. Language reflecting the quality of the discharge should read “Planned” or “Unplanned”.

m. VA staff will provide input into treatment planning process when onsite at the Program.

n. Other documentation and/or data reporting as requested or required by VA based on changing or subsequent local, VISN or National Contracted Residential Services program requirements. This reporting may be daily, weekly, monthly, or quarterly in duration and will follow format as required by the VA.

o. Documentation and/or reporting as requested by the Homeless Management Information System (HMIS).

p. It is agreed that the VA may readily have access to all medical records concerning the Veteran’s care in the residential treatment program. Upon discharge or death of the patient, medical records on all VA beneficiaries will be retained by the program for a period of at least three years following termination of care at the BPVAHCS expense.

q. The facility shall complete shift reports to ensure that information about the resident’s care is handed off from shift to shift.

13. The Contractor shall be responsible for compliance with following VA policies and procedures regarding incident reporting.

a. Adverse Events shall be defined as untoward incidents, therapeutic misadventures, iatrogenic injuries, or other adverse occurrences directly associated with care or services provided. Adverse Events may result from acts of commission or omission. All adverse events require reporting and review; however, the level of review and required timeframe of reporting is determined by the type of adverse event.

b. Close Calls shall be defined as an event or situation that could have resulted in an Adverse Event but did not, either by chance or through timely intervention. Such events have also been referred to as “near miss” incidents. Close Calls are opportunities for learning and afford the chance to develop preventive strategies and actions. They receive the same level of scrutiny as Adverse Events that result in actual injury.

c. Intentionally unsafe acts, as they pertain to patients, are defined as any events that result from a criminal act, a purposefully unsafe act, an act related to alcohol or substance abuse by an impaired provider and/or staff, or events involving alleged or suspected patient abuse of any kind.

d. Critical Adverse Events shall be defined as (1) sentinel events as defined by the Joint Commission, which is an unexpected occurrence involving death or serious physical or psychological injury or risk thereof; (2) fire; (3) police/ drug raid; (4) abduction of a Veteran; (5) homicide involving a Veteran; (6) suicide or suicide attempt; (7) sexual assault of a Veteran, to include rape; (8) media events involving inquiries that may be negative to VA or high-profile issues; (9) evacuation/ relocation of residents;

(10) the filing or attempted filing of a missing person report with law enforcement.

i. At the time of a Critical Adverse Event, the staff at the contract facility will take immediate action to ensure the safety of the patient(s). If an event has the potential to place other patients, employees, or visitors at risk, staff at the contract facility must act immediately to contain the situation and safeguard those at risk.

ii. Critical Adverse Events shall be verbally reported by phone to the VA Liaison or representative as soon as possible, no later than one hour from the time of the contract staff learning of the incident. Receipt of a voicemail will not be an acceptable substitution for the verbal notification requirement.

iii. Critical Adverse Events occurring after normal business hours shall be reported to the Administrator on Duty (AOD) by phone at (727) 410-7925 as soon as possible, no later than one hour from the time of the contract staff learning of the incident.

iv. A written incident report shall be filed as soon as possible on the same calendar day of the required verbal notification, either by fax or encrypted email. The filing of an incident report to the VA shall not preclude the contract facility from reporting incidents appropriately to law enforcement, regulatory agencies, nor following its internal reporting procedures. Incident reports will include the following: name(s) of the individuals involved, date/time of incident, description of incident, corrective action initiated (if warranted), report number and contact information of any law enforcement involvement with the incident.

e. Non-Critical Adverse Incidents shall be defined as (1) medication errors, including missing narcotic medication and excluding the withholding of medication when a Veteran is under the influence of alcohol or illicit substances; (2) acts of violence or abuse involving individuals at the facility; (3) missing patients who are defined as high risk and who remain missing after a full search is made of the facility and grounds; (4) significant clinical incidents/outcomes negatively affecting a group/cohort of Veterans; (5) all other adverse events, close calls, or intentionally unsafe acts not otherwise specified.

i. Non-critical Adverse Events shall be reported by phone to the VA Liaison or representative on the date of the event.

ii. Non-critical Adverse Events occurring after normal business hours shall be reported by the following business day no later than 10:00 am.

iii. Non-critical Adverse Events occurring after normal business hours shall be reported by the following business day no later than 10:00 am.

iv. The filing of an incident report to the VA shall not preclude the contract facility from reporting incidents appropriately to law enforcement, regulatory agencies, nor following its internal reporting procedures. Incident reports will include the following: name(s) of the individuals involved, date/time of incident, description of incident, corrective action initiated (if warranted), report number and contact information of any law enforcement involvement with the incident.

14. Payment: Contractors shall register in the electronic system used by VA to submit invoices and to receive payments.

a. Per Diem will be paid for the day of admission or the day of discharge from the program, but not for both.

b. If a Veteran is admitted to and discharged on the same calendar day, payment will be made for one day.

c. Income shall not be required for admission; however, contract providers may charge the Veteran up to 30% of income for program fees. Fees collected (up to $2000.00) shall be used to cover the Veteran’s expenses to transition to permanent housing, such as rent, deposits, furniture, and other costs related to setting up a household. Income shall not be a condition of admission.

d. Payments made under the terms of the contract will constitute the total cost of residential care. The Contractor agrees that no additional charges will be billed to the beneficiary or his/her family, either by the residential treatment setting or any third-party furnishing services or supplies required for such care. Veterans will not be billed for treatment services.

e. Payment for the Residential Care Program will be made on a monthly basis for services rendered. Should a Veteran referred be absent in an unauthorized manner, payment for services for that Veteran may be continued for a period of 2 days, provided there is an active outreach attempt on the part of the Residential Care Program staff to return the Veteran to the Residential Care Program and a strong likelihood that the Veteran will return. Veteran absences from the Residential Care Program in excess of 48 hours will not be reimbursable, except with the prior approval of the VA Liaison, Homeless Program Coordinator, or designee.

f. Admission, discharges, and unauthorized absences should be reported to the VA Liaison or designee by the close of business on the day of the event. If the event occurs overnight, the VA Liaison or designee should be notified the following morning. If the event occurs on a weekend, notification shall take place by 10:00 am Monday morning.

g. Monthly invoices and any necessary justification documents shall be received no later than the fifteenth calendar day of the subsequent month.

15. The Contractor shall ensure facility meets all applicable life/safety codes and other standards/compliance requirements as determined by VA. These include:

a. Adherence to Standards of the Life Safety Code (National Fire Protection Association (NFPA) #101)

b. Possession of applicable City, State and Federal licenses for residential settings providing substance use treatment and mental health treatment.

c. Acquisition of liability insurance.

d. Adherence to the Privacy Act: The notification and contract clauses entitled “Privacy Act Notification” as specified in Federal Acquisition Regulation (FAR) 52.224-1 and 52.224-2 is included with this contract.

e. Adherence to CDC guidelines in relation to any active national emergency.

16. The Contractor shall allow VA staff to inspect the facility and/or review Veteran participant treatment protocols at any time determined necessary by VA.

17. VA staff shall conduct an announced, on-site review of program services once per year to ensure the contract facility residential treatment setting is in accordance with the contract agreement. The VA may also conduct unannounced on-site reviews at its discretion at any time during the life of this contract.

18. The Contractor shall be responsible for maintaining compliance with VA performance metrics, including but not limited to Exits to Permanent Housing, Negative Program Exits and Employment at Exit.

19. The Contractor shall be responsible for the development…