S02 - 36C24827Q0003_Final.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

516-27-1-1238-0001

36C24827Q0003 07-28-2026

Peter Bedard 813-785-0881 08-21-2026

12:00 EDT

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

8875 Hidden River Pkwy Tampa FL 33637

X

624221

$13.5 Million

N/A

Department of Veterans Affairs CW Bill Young VA Medical Center

10000 Bay Pines Blvd.

Bay Pines FL 33744

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 residential treatment Low Demand f Safe Haven Services in support of the CW Bill Young Medical

Center located at 10000 Bay Pines Blvd., Bay Pines, FL 33744.

Indefinite Delivery Indefinite Quantity (IDIQ) is for one

(1) base year plus four (4) - one (1) year options.

Reference pages 6 - 7 for Schedule of Services.

Reference pages 8 - 38 for Performance Work Statement.

Reference Section E. pages 68 - 71 for Instructions.

See CONTINUATION Page

X 1

Peter Bedard

VA-VHA-RPOE-2023-0123

36C24827Q0003

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 SCHEDULE OF SERVICES

B.3 Performance Work Statement

SECTION C - CONTRACT CLAUSES

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

AND COMMERCIAL SERVICES (OCT 2025) (DEVIATION)

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

C.3 52.216-18 ORDERING (AUG 2020)

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

C.5 52.216-22 INDEFINITE QUANTITY (NOV 2025) (DEVIATION)

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

C.7 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ... 48

C.8 52.222-90 ADDRESSING DEI DISCRIMINATION BY FEDERAL CONTRACTORS

(DEVIATION APR 2026)

C.9 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR

1984)

C.10 52.240-91 SECURITY PROHIBITIONS AND EXCLUSIONS (NOV 2025)

(DEVIATION)

C.11 52.252-6 AUTHORIZED DEVIATIONS IN CLAUSES (NOV 2020)

C.12 VAAR 852.204-72 PERSONNEL VETTING AND CREDENTIALING (DEVIATION)

(MAR 2026)

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

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

C.14 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)

(DEVIATION)

C.15 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(NOV 2018)

C.16 VAAR 852.237-75 KEY PERSONNEL (OCT 2019)

C.18 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) . 66

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 Attachment 1 - Conflict of Interest D.2 Attachment 2 - Certification of Immigration and Nationality Act D.3 Attachment 3 - Contractor Rules of Behavior D.4 Attachment 4 - QASP D.5 Attachment 5 - Past Performance Questionnaire D.6 Attachment 6 - Wage Determination

SECTION E - SOLICITATION PROVISIONS

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

COMMERCIAL SERVICES (OCT 2025) (DEVIATION)

E.2 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (OCT 2025) (DEVIATION)

E.3 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

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

E.5 52.216-1 TYPE OF CONTRACT (NOV 2025) (DEVIATION)

E.6 52.219-1 SMALL BUSINESS PROGRAM REPRESENTATIONS (NOV 2025)

(DEVIATION) ALTERNATE II (NOV 2025)

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

E.8 52.252-5 AUTHORIZED DEVIATIONS IN PROVISIONS (NOV 2020)

E.9 VAAR 852.252-70 SOLICITATION PROVISIONS OR CLAUSES INCORPORATED

BY REFERENCE (JAN 2008)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR: Name:

Address:

Phone:

Email:

SAM UEI:

b. GOVERNMENT: Contracting Officer 36C248 Peter Bedard

Department of Veterans Affairs

Network Contracting Office 8 (NCO 8)

8875 Hidden River Pkwy

Tampa FL 33637

Peter.bedard@va.gov

813-785-0881

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

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly

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.

mailto:Peter.bedard@va.gov

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

AMENDMENT NO DATE

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

8. POST AWARD ORIENTATION: The Contracting Officer will schedule a post award orientation for contract orientation purposes as required by Federal Acquisition Regulation (FAR) Overhaul 42.302, FAR Companion (FC) 42.3, and any local policy established by the Head of Contracting Activity (HCA).

B.2 SCHEDULE OF SERVICES

The contractor shall furnish all personnel, equipment, and location to provide services necessary to perform Contracted Emergency Residential Services with a focus on Low Demand Safe Haven (LDSH) Services for homeless veterans to eligible beneficiaries of the Department of Veterans Affairs Healthcare System, CW Bill Young Veterans Medical Center (VAMC) as specific herein. All services shall be performed at the contractor’s facility.

Contract Type: Indefinite Delivery Indefinite Quantity (IDIQ)

Minimum and Maximum Quantity: The guaranteed minimum amount to be ordered for this procurement is $2,500.00 – total – inclusive of the base period and all option periods. The contract maximum is $6,500,000.00 total – inclusive of the base period and all options. If the maximum aggregate amount of $6,500,000.00 is reached prior to the end date of the final period of performance, no further task order will be issued on the contract.

Task Order Procedures: A task order will be issued at the start of the performance period and orders will be placed by NCO 8 Contracting Officers. The Task Order will contain date of order, order number, line-item number, description, quantity, unit price, performance schedule, 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 purchased by the resultant contract. Except as this contract otherwise provides 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.

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.

Pricing Instructions: The offeror is instructed to edit the Unit Cost and Total Annual Cost correspond with the cost for the line-item number (LIN).

Base Year: 11/01/2026 – 10/31/2027

Item Number Description Unit Est. QTY Cost Est. Amount 0001 Safe Haven

Services for 20 beds per day

EA 7,300 $ $

Option 1: 11/01/2027 – 10/31/2028

1001 Safe Haven

Services for 20

Option 2: 11/01/2028 – 10/31/2029

Item Number Description Unit Est. QTY Cost Est. Amount 2001 Safe Haven

Services for 20

Option 3: 11/01/2029 – 10/31/2030

3001 Safe Haven

Services for 20

Option 4: 11/01/2030 – 10/31/2031

4001 Safe Haven

Services for 20

Estimated Total Base and all Options $

B.3 Performance Work Statement

1. General:

1.1 Services Required: The CW Bill Young VA Medical Center (VAMC) located at the Bay Pines VA Healthcare System has a requirement for Contracted Residential Services (CRS), with a focus on Low Demand Safe Haven (LDSH) services for the Pinellas County area.

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

1.3 Authority: This procurement is done IAW 38 USC 17.53 Limitations on use of public and private hospitals, Federal Acquisition Regulation (FAR) Overhaul Part 12 Acquisition of Commercial Products and Commercial Services.

1.4 Policy/Directives/Handbooks. The contractor will be subject to the following policies, including any subsequent updates during the period of performance. The policies listed below can be accessed electronically at the following: VA Publications VHA Publications

1.4.1 VA Directive 1663: Health Care Resources (HCR) Contracting – Buying Title 38 U.S.C. 8153

1.4.2. VHA Directive 1003.04: VHA Patient Advocacy

1.4.3 VHA Directive 1065: Productivity and Staffing Guidance for Specialty Provider Group Practice

1.4.4 VHA Directive 1088(1): Communicating Test Results to Providers and Patients

1.4.5 VHA Directive 1100.18: Reporting and Responding to State Licensing Boards

1.4.6 VHA Directive 1100.20: Credentialing of Health Care Providers

1.4.7 VHA Directive 1100.21: Privileging

1.4.8 VHA Directive 1192.01: Seasonal Influenza Vaccination Program for VHA Health Care Personnel

1.4.9 VHA Directive 1220(1): Facility Procedure Complexity Designation Requirements to Perform Invasive Procedures in Any Clinical Setting

1.4.10 VHA Directive 1605.01: Privacy and Release of Information

1.4.11 VHA Directive 1907.01: VHA Health Information Management and Health Records

1.4.12 VHA Handbook 1100.17: National Practitioner Data Bank (NPDB) Reports

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

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

1.4.14 Joint Commission:

http://www.jointcommission.org/standards/

1.4.15 HHS OIG Website:

http://oig.hhs.gov/exclusions/index.asp

1.4.16 American Journal for Infection Control - AJIC 1998; 26:289-354:

Home Page: American Journal of Infection Control (ajicjournal.org)

1.4.17 CRS Directive 1162.04

1.5 Type of Contract: IDIQ

1.6 Period of Performance: Base year plus four (4) – option periods.

1.7 Acronyms/Definitions:

AOD - Administrator on Duty ARNP – Advanced Registered Nurse Practitioner BAA - Business Associate Agreements BBA - Balanced Budget ACT C&A – Certification and Accreditation CARF - Commission on Accreditation of Rehabilitation Facilities CDC – Centers for Disease Control CERS – Contracted Emergency Residential Services CFR - Code of Federal Regulations CO – Contracting Officer CoC – Continuum of Care COR – Contracting Officer Representative CRS – Contracted Residential Services CSCA - Contractor Security Control Assessment DO – Doctor of Osteopathic Medicine FAR – Federal Acquisition Regulations FDA - Food and Drug Administration FIPS – Federal Information Processing Standard GPD – Grant & Per Diem HCHV – Healthcare for Homeless Veterans HICPAC – Healthcare Infection Control Practices Advisory Committee HOMES – Homeless Operations and Management Evaluation System HMIS - Homeless Management Information System HUD – Housing and Urban Development LDSH – Low Demand Safe Haven MD – Medical Doctor MOU-ISA – Memorandum of Understanding – Interconnection Agreement NARA - National Archives and Records Administration NFPA - National Fire Protection Association NIST – National Institute of Standards and Technology OIG – Office of Inspector General OSHA – Occupational Safety and Health Administration PPD – Purified Protein Derivative PWS – Performance Work Statement SOP – Standard Operating Procedures SP - Special Publications TP - Transition Plan USC - United States Code VHA – Veterans Health Administration WRAP – Wellness and Recovery Planning

1.8. 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.

1.9. Licenses and Accreditation: All residents’ settings must be licensed as required for the 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.

1.10. 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.

1.11. Standard Personnel Testing (PPD, etc.): Contractor will 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 will 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 Home Page: American Journal of Infection Control ajicjournal.org) for disease control. If personnel are absent from work secondary to infectious disease, then contractor will provide follow up documentation of clearance prior to return to the workplace.

1.12. Citizenship related requirements: The Contractor certifies that the contractor’s staff will 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 will 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, will 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 will 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 will be made as part of the quote response to the RFQ using the subject attachment in Section D of the solicitation document.

1.13. 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 will 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.

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

1.15. Indemnification: The contractor will be liable and will 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.

1.16. Contract Employees: The Contractor will be responsible for protecting the contractor’s staff furnishing services. To carry out this responsibility, the contractor will 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.

1.17. Hours of Operation:

1.17.1 The contractor will offer 24-hour supervised environment.

1.17.2 Federal Holidays:

• New Year’s Day

• Martin Luther King’s Birthday

• President’s Day

• Memorial Day

• Juneteenth

• Independence Day

• Labor Day

• Columbus Day

• Veterans Day

• Thanksgiving Day

• Christmas Day

• Any day specifically declared to be a national holiday.

2. Scope

2.1 Characteristics

2.1.1. Low Demand Safe Havens (LDSH) are 24-hour staffed transitional residences with private or semi-private accommodations that target the population of hard-to-reach, chronically homeless Veterans with mental illness, many with SUD and when traditional residential treatment programs do not meet a Veteran’s needs. The low-demand or non-intrusive environment is designed to establish trust and motivate homeless Veterans to http://www.hhs.gov/oig seek needed treatment services and transitional and permanent housing options.

Lengths of stay in LDSH programs typically range between 4 to 6 months with the option to extend based on clinical need. While LDSH program target chronically homeless Veterans, this will not be requirement for admission.

2.1.2. Seeks to reduce barriers to admission and has flexible admission processes.

2.1.3. Does not require any length of sobriety or abstinence from alcohol or other substances as a condition of admission.

2.1.4. Income shall not be a barrier for admission. Contractor will accept a referred Veteran regardless of their income status. Veterans will not be charged for services or charged rent during their stay, nor will Veterans be asked to sign a lease during their stay.

2.1.5. Provides safe, secure housing as well as supportive services. Accommodation includes a bed and other furnishings such as a dresser, storage locker, or designated secured space and personal linens (e.g., towels, pillows, blankets, and bed sheets).

2.1.6. Length of Stay for the LDSH model is typically six months with the option to extend based on clinical need.

2.1.7. Veterans are expected to meaningfully engage with their case managers and available programming.

2.1.8. Emphasis is placed on achieving placement in permanent housing or longer-term residential programs that offer a path to increased housing stabilization at the time of program exit and reducing negative exits due to rule violations or other avoidable circumstances.

2.1.9. LDSH programs are accessible to Veterans admitted to that program 24 hours a day, 7 days a week.

2.1.10. LDSH Programs, either directly or through linkages with community and other VA Services, provide time-limited services such as supporting mental health stabilization, SUD treatment services, enhancement of independent living skills, vocational training and employment services.

2.1.11. CERS Programs provide case management services with emphasis on referral and placement in permanent housing or longer-term residential programs utilizing VA and community resources.

2.2 House Rules and Expectations

2.2.1. Rules focus on staff and resident safety.

2.2.1.1. No buying or selling of alcohol or drugs in or around the facility.

2.2.1.2. No dealing, possession, or use of alcohol or illicit drugs in or around the facility.

2.2.1.3. No sexual activity between residents.

2.2.1.4. No violence or threats of violence.

2.2.1.5. Honor nightly curfew.

2.2.2. When possible, infractions are to be used to engage Veterans, not simply as grounds for service termination. Negative discharges will be monitored as a measure of program quality.

2.2.3. Veterans are expected to engage in programming and always maintain communication with case managers around matters relating to admission, stay, and treatment.

2.3 Admission Practices

2.3.1. Staff social workers/ case managers will assist Veterans with admission forms and eligible determination with VA.

2.3.3. Accepts admissions seven days per week, including holidays, until at least 11:00 p.m. each day.

2.3.4. Flexibility with admission processes.

2.4 Admission Criteria

2.4.1. Eligible for VA Health Care

2.4.2 Veteran has a mental health disorder and/or a substance use disorder.

2.4.3 Verification of Veteran’s eligibility for program within one (1) business day.

2.5. Overview of Types of Services Available to Veterans

2.5.1. Safe, secure housing (including laundry and restroom facilities)

2.5.2. Three nutritious meals and healthy snacks daily.

2.5.3. Case Management and Care Coordination Services

2.5.4. Vocational Services

2.5.5. Benefits Services

2.5.6. Enhancement of Independent Living Skills

2.5.7. Permanent/Transitional housing search support

2.5.8. Substance overdose education and prevention protocols to include having Naloxone on site.

2.5.9. Internet access and computer access to aid in housing searches and participation in virtual appointments.

3. Services Required

3.1. Objective

Contractor will provide emergency housing and supportive services for homeless Veterans for the VAMC catchment area in Pinellas County in accordance with the LDSH model requirements. The contractor will have 20 beds dedicated to the provision of this service. Services are expected to consist of supportive, secure housing for homeless Veterans, many of whom may also be dealing with medical, mental health disorders, and/or substance use disorders. The program places an expectation on the Veteran to engage in supportive case management services, and on the Contractor to provide expertise and guidance for improving housing stability to ensure a transition from homelessness to permanent, stable housing.

The type of Veterans to be cared for under this contract will require care and services above the level of meals, room, and board. Relevant care will include case management, development of an independent housing plan, assistance with housing related resources, health education, active affiliation with community support groups, family involvement, medical oversight, and consultation with VA primary care physician when needed.

Beneficiaries receiving care under this contract will receive basic health and personal hygiene maintenance, monitoring of medications and other activities that support the overall recovery of the Veteran.

The established rate will be an all-inclusive rate.

3.2 LDSH Provider Qualifications and Capability Requirements

3.2.1. Contractor will utilize the Housing First approach, with reduced barriers for program entry. Veterans cannot be denied entry to LDSH based solely upon the length of current abstinence from alcohol or non-prescribed controlled substances, illegal substances, the number of previous treatment episodes, the time interval since the last program entry, the use of prescribed controlled substances, mental health diagnosis, or legal history;

3.2.2. Contractor will ensure that any Veteran impaired by alcohol or other substances (not in need of emergency care) is clearly separated from the general resident population; refer for medical emergency services if needed;

3.2.3. The contractor will assist Veteran’s requiring emergency services (medical or psychiatric) with quickly accessing proper care from a VA or community facility, as appropriate;

3.2.4. Contractor will provide secure, separate housing and bathroom accommodation according to the Veteran’s self-identified gender; common use of kitchen facilities and dining room is acceptable;

3.2.5. Contractor should provide services 24 hours a day for Veteran placements lasting up to six months per Veteran. Extensions beyond the initial six months should be authorized in writing by VA Liaison. Additional extensions beyond 12 months must be approved by the Homeless Supervisor or their designee.

3.2.6. The Contractor is responsible for providing a sanitary food preparation area, supply food sufficient for at least three nutritious meals seven days a week, and snacks of nourishing quality (fruits, vegetables, protein source) between meals and bedtime.

This is to include alternative meals or food supplies for Veterans with dietary restrictions if medically indicated (e.g., diabetic, renal, and soft mechanical diets) and reasonable accommodation for Veterans with cultural/religious preferences around food (e.g., Kosher, Sikh);

3.2.7. Contractor will provide a means for Veterans to wash their own clothes or otherwise tend to laundry at no additional cost to the Veteran;

3.2.8. Contractor will provide secure, appropriate storage for both Veteran belongings and medication;

3.2.9. Contractor will provide quality case management services that utilize a Housing First approach and include elements of motivational interviewing, harm reduction, and critical time intervention, and other best practices that focus on the Veteran obtaining permanent housing. Individual case management meetings will occur at least four times per month (preferably once per week).

3.2.10. Contractor will always maintain a minimum of one staff member on site to ensure appropriate responses to matters involving Veteran’s safety and well-being;

3.2.11. Contractor will provide a working phone line and ensure reasonably prompt communication with the VA is always possible;

3.2.12. Contractor will have ability and demonstrate history of flexibility when responding to local, state, or national crisis (such as recent COVID-19 pandemic). This will include plans to continue admissions and safely house participants during such a crisis, including written policies for participant social isolation in the case of infectious disease containment.

3.2.13. Contractor will have the ability to accept Veterans with higher levels of medical needs than traditional shelters such as Veterans on home oxygen, in need of wound care, or dialysis (Contractor does not have to provide dialysis on site); and provide support for other more complex medical needs. Contractor, along with VA Liaison and VA medical staff, will conduct a clinical review of medical needs to ensure Contractor has capability to meet Veteran’s care needs.

3.2.14 Contractor will have a grievance process to address Veteran complaints with timeframes for responses from contractor’s program/facility management.

3.2.15 Contractor will have an emergency/disaster plan with written protocols that are posted to guide staff responses to crisis; including but not limited to: manmade and natural disasters, episodes of infectious disease, physical injury, suicide or suicide attempts, overdoses, and domestic or other violence. All contractor staff are trained in emergency procedures and protocols.

3.3 Direct Veteran Clinical Services:

3.3.1. Occupancy: Referral and approved admissions are based on needs and preferences of the Veterans in the local area. The contractor will have 20 beds available for the provision of this service.

3.3.2. Care Planning: Contractor will engage the Veteran in a collaborative assessment of needs to include barriers to stable housing and strengths. Contractor will create an initial plan of care to address those needs and goals within 14 days of admission. This plan is to be updated at least every 30 days or as needed throughout the Veteran’s episode of care.

3.3.3. Case Management: Contractor will provide individual case management meetings at least four times per month (preferably once per week) that focus, at a minimum, on housing search and stabilization, increasing income, any necessary coordination of ongoing participation in care provided by VA/community medical, mental health and/or substance uses disorders, and ongoing discharge planning.

3.3.4. Medication Storage: Contractor will provide, at a minimum, a means of securely and properly storing all medications brought into the program for Veteran use. Veterans may self-administer medications, but storage will ensure that no other residents are able to access individual Veteran’s medications. Any suspicion or concern of misuse is to be reported to the VA Liaison immediately following incident reporting protocol.

3.3.5. Exits to Independent Housing: Contractor will promote a focus on achieving stable, independent housing for all Veterans referred for care; exits to permanent independent housing will be monitored as an indicator of overall program quality utilizing data provided by the VHA Supportive Service Center’s Homeless Services Scorecard.

The target for exits of this type of housing will be 55% or higher –Target may be adjusted to match any changes with National VA targets. If the target performance deviates greater than 5% for two or more quarters, the Contractor will be placed on a Performance Improvement Plan.

3.3.6. Negative Exits: Contractor will facilitate Veteran completion of the LDSH Program to the maximum extent possible, while still maintaining program integrity and safety.

“Negative Exits” which will be defined as discharges involving Veterans being asked to leave the program due to rule violation or otherwise leaving the program without consulting program staff in any way, will be monitored on a continuous basis utilizing data provided by the VHA Supportive Service Center’s Homeless Services Scorecard.

The target for exits of this type of housing will be 20% or less. Target may be adjusted to match any changes with National VA targets. If the target performance deviates greater than 5% for two or more quarters, the Contractor will be placed on a Performance Improvement Plan.

3.4. Administrative Services:

3.4.1. Determination of Eligibility: Authorized VA Liaison or designee will be responsible for determining Veteran eligibility and approval for placement into LDSH. A Veteran must be homeless as defined by the McKinney Act and eligible for VA Healthcare to be considered for admission to any CRS Program. Failure to establish VA approval and eligibility prior to admission may result in a denial of payments for services provided.

3.4.2. Release of Information: Contractor will ensure that a signed VA Release of Information (ROI) is obtained for any Veteran being admitted to a LDSH Bed and ROI is placed into the individual case record.

3.4.3. Individual Case Records: Contractor will maintain an individual case record for each referred Veteran. Case records must be maintained in security and confidence as required by the Confidentiality of Alcohol and Drug Abuse Patient Records (42 CFR part II) and the Confidentiality of Certain Medical Records (38 USC 7332), and in accordance with Health Insurance Portability and Accountability Act (HIPAA: Pub. Law. 104-191).

Records should contain at a minimum: Reason for referral; pertinent demographic information; copies of any medical prescriptions/orders issued by physicians; case management/treatment notes; any critical incident reports; and a final summary that includes reason(s) for leaving, the Veteran’s known future plans, and follow-up locator information, if available.

3.4.4. Homeless Management Information System (HMIS) Data Reporting: Veterans served through the LDSH program must have client level data entered into the local community Continuum of Care (CoC) HMIS. Data entered must include, at a minimum, the Universal Data Elements from the current HMIS Data Standards. A Release of Information for the CoC must be secured and maintained in the Veteran Individual Case Record.

3.4.5. Daily Census Sheet: Contractor will be responsible for verifying the daily census and attendance in the program. This information is to be provided to the VA Liaison as requested or established in census/billing Standard Operating Procedures (SOP) to ensure effective monitoring of bed utilization. Contractor will ensure the census/billing SOP includes actions to be taken by the Contractor should a Veteran not sign-in as required and/or cannot be located.

3.4.6. Incident Reporting: Contractor will notify the VA immediately (not to exceed 24 hours) when any adverse critical incident involving a Veteran admitted to the program occurs. Critical Incidents will include, but may not be limited to:

3.4.6.1. Falls

3.4.6.2. Elderly/dependent adult abuse or neglect

3.4.6.3. Sexual assault

3.4.6.4. Fire (Veteran involved)

3.4.6.5. Medical or mental health emergency (911 calls)

3.4.6.6. Hospitalization

3.4.6.7. Suicidal ideation or attempt

3.4.6.8. Homicidal ideation

3.4.6.9. Assault (of other residents or staff)

3.4.6.10. Death

3.4.6.11. Infectious control concerns (bed bugs, TB, other communicable disease, etc.)

3.4.6.12. Active substance use

3.4.6.13. Observation/possession of weapons

During normal business hours, the identified VA Liaison, HCHV Coordinator, or COR should be contacted immediately by phone to report an incident; if the incident occurs after hours, the local VA Facility Administrator on Duty (AOD) should be notified by telephone. A written report will be sent to the VA Liaison or designee within one (1) business day of the incident. Contractor will maintain a copy of all critical incident reports in the involved Veteran’s individual case record. Names of other Veteran or residents involved should be redacted.

3.4.7. Extension Requests: Contractor will ensure that all requests for extension of service beyond the initially authorized service period of six months are reviewed and approved in writing by the VA Liaison or Social Work Service Coordinator/COR.

3.4.9. Discharge Reporting: Contractor will be responsible for notifying the identified VA Liaison (or designee) within one business day that a discharge has occurred and provide a written report of discharge that contains the specific data required for the documentation of exit in the Homeless Operations and Management Evaluation System (HOMES) within two business days.

4. Deliverables

4.1. Quality Control Business Plan: Contractor will submit a Quality Control Business Plan that supports program objectives and associated tasks. The CO will review and comment as necessary to ensure the contract goals are met.

4.2. Staffing and Service Plan: Contractor will provide detailed staffing and service plan. The plan should demonstrate that sufficient professional personnel are employed to carry out the policies, responsibilities, and services required under this contract. The Contractor must identify each person functioning as “Key Personnel” under this contract and provide the VA with a description of the services to be provided by each person. The Contractor will assign to this contract, personnel that by education and training (and, when required, by certification or licensure) are qualified to provide the services required by this PWS. Contractor may be required to submit a resume summarizing relevant skills and experience of any/all key personnel upon request. Minimum Key Personnel requirements are as follows:

4.2.1. One administrative staff member, or designee of equivalent professional capability (with the authority to make decisions regarding the facility and residents, or with contact information for an offsite administrator in case of emergency), on duty on the premises or providing awake supervision of residents and staff 24 hours a day, 7 days a week.

Sufficient case management/counseling personnel to provide direct services to Veteran residents; Case Managers should have some training and experience working with homeless individuals and the Housing First approach; experience working with individuals dealing with chronic medical, mental health, and/or substance use disorders is highly desirable. Staff working with Veterans should be able to assess, anticipate, and effectively refer Veterans experiencing crisis for additional support as appropriate.

4.2.2. At least one staff member or security member with Cardiopulmonary Resuscitation (CPR) certification will be on site and available in an emergency during each shift, 24 hours per day.

4.2.3 Contractor will submit a listing of proposed key personnel performing technical delivery of services in the following format:

Provider Name: __________________ Title/Rank: ____________________.

Qualification documents of each key personnel will be submitted with the quote.

4.2.4 Personnel Substitutions: Contractor will provide resumes for any proposed substitution of key personnel at least 15 days in advance of proposed date substitution is to occur. Temporary substitutions of key personnel will be permitted in accordance with the Contractor’s Contingency Plan. The Contractor’s Contingency Plan will be utilized if key personnel leave the Contractor’s employment or are unable to continue performance, in accordance with the terms and conditions of the resulting contract, will be submitted to the CO as a part of the proposed package. The VA reserves the right to refuse or revoke acceptance of any key personnel if personal, professional conduct, lack of required skills, or experience jeopardizes Veteran care or interferes with the regular and ordinary operation of the facility and the HCHV CRS/CERS Program.

4.3. Documentation of Supportive Services: Contractor will provide written documentation constituted by the individual Veteran case record that verifies the provision of all supportive services required under this contract for each Veteran participant.

4.4. Care Plan: The written plan of care will be completed and entered into the individual Veteran case record within 14 days of being admitted to the program. An individual clinical record will be developed with the assistance of the VA Liaison and maintained by the Contractor on each Veteran placed under this contract. The individual care plan will be updated at least every 30 days.

4.5. Case Records: All case records will be maintained with such security and confidentiality as required and will be made available on a need-to-know basis to appropriate VA staff members involved with the care of the Veterans concerned. The clinical record maintained by the Contractor will include:

4.5.1. Reason(s) for the referral;

4.5.2. Essential identifying data relevant to the Veteran and Veteran’s family;

4.5.3. Data relating to the Veteran’s admission to include medical condition(s) and housing need(s);

4.5.4. Record or log of prescriptions issued by physicians or other medical providers;

4.5.5. Reports of periodic re-evaluation by program staff, to include any measures of movement toward recovery goals and establishing independent housing;

4.5.6. Discharge summaries on each Veteran who leaves the program to include a description of the Veteran’s housing plan/status, the Veteran’s future plans, and if possible, follow-up locator information;

4.5.7. Housing/service plan and housing/service plan reviews. When requested, the Contractor will provide copies of each Veterans housing plan/review to the VA medical center and/or designee;

4.5.8. It is agreed that the VA may readily have access to all medical records concerning the Veteran’s care with the Contractor. Upon discharge or death of the Veteran, medical records on all VA beneficiaries will be retained by the Contractor as outlined in record retention policies.

4.6. Critical Incident Reports: Written critical incident reports must be submitted to the VA Liaison within 1 business day (VA Liaison/AOD to be notified immediately or as soon as possible when incidents occur).

4.7. Extension Requests: Written requests for extension are due prior to the six month target exit date when it is anticipated that the Veteran will require additional time beyond the initially authorized service period, and prior to the expiration of the initial and all subsequent future extension authorizations.

4.8. Discharge Planning: The Contractor is the primary agency responsible for discharge planning. Discharge planning will begin upon admission via the use of a Transition Plan. The transition plan will be completed within 14 days of admission and will address and coordinator appropriate follow up services, housing needs, economic stability, support networks, and other relevant needs of the Veteran. The Contractor will attempt, and document, follow up with Veterans that unexpectedly leave the program.

4.9. Daily Census Sheet: Contractor will be responsible for providing the daily census to the VA Liaison as requested. Contractor and VA Liaison will follow any written Standard Operating Procedure (SOP) in place related to census and billing information. If the target performance deviates greater than 5% for two or more quarters, the Contractor will be placed on a Performance Improvement Plan.

4.10. Invoices: The monthly invoice is computed at the daily rate multiplied by the total numbers of beds occupied by Veterans in a 24-hour period each day of the given month.

Invoices should first be submitted to VA Liaison for approval by the 5th of the month immediately following the billing period in question. Once approved, invoices are to be submitted through the Tungsten Network (electronic invoicing system) by the 10th of each month; all electronic invoices submitted should be accompanied by additional documents as directed by the CO/COR. Contractor and VA Liaison will follow any written Standard Operating Procedure (SOP) in place related to census and billing information.

Tungsten Support Phone: 1-877-489-6135 Website: https://www.tungsten-network.com/us/support/ Department of Veterans Affairs Financial Service Center Phone: 1-877-353-9791 Email: vafscched@va.gov Department of Veterans Affairs Financial Service Center Phone: 1-877-353-9791 Email: vafsccshd@va.gov

4.11 Payments in full/no billing VA beneficiaries: The Contractor will accept payment for services rendered under this contract as payment in full. VA beneficiaries will not, under any circumstances, be charged nor their insurance companies charged for services rendered by the Contractor even if the VA does not pay for those services. This provision will survive the termination or ending of the contract. The Contractor will not bill, charge, collect a deposit from, seek compensation, renumeration, or reimbursement from, or have any recourse against, any person or entity other than the VA for services provided pursuant to this contract. It will be considered fraudulent for the Contractor to bill other third-party insurance sources (including Medicare) for services rendered to Veteran enrollees under this contract.

4.12. Quarterly Performance Report: Contractor will provide the COR with a written report detailing program data and activities on a quarterly basis. The report will contain, at a minimum, the following information:

4.12.1. Total Number of Veterans Served.

4.12.2. Percent of Veterans discharged to independent housing.

4.12.3. Percent of negative discharges (i.e., discharges due to rule violation, failure to comply with program requirements, or unexpected discharges without prior consultation with staff).

4.12.4. Other information the Contractor feels pertinent, such as quality improvements projects, changing in staffing or business practices, system, or resources concerns, etc.

4.13. PERFORMANCE STANDARDS, QUALITY ASSURANCE (QA) AND QUALITY

IMPROVEMENT(QI)

4.13.1 Quality Management/Quality Assurance Surveillance: Contract personnel will be subject to Quality Management measures, such as patient satisfaction surveys, timely completion of medical records, and Peer Reviews. Methods of Surveillance: Observation and Random Inspection. Contractor performance will be monitored by the government using the standards as outlined in this Performance Work Statement (PWS) and methods of surveillance detailed in the Quality Assurance Surveillance Plan (QASP).

The QASP will be attached to the resultant contract and will define the methods and frequency of surveillance conducted.

https://www.tungsten-network.com/us/support/ mailto:vafscched@va.gov mailto:vafsccshd@va.gov

4.13.2 Patient Complaints: The CO will resolve complaints concerning Contractor relations with the Government employees or patients. The CO is the final authority on validating complaints. In the event that The Contractor is involved and named in a validated patient complaint, the Government reserves the right to refuse acceptance of the services of such personnel. This does not preclude refusal in the event of incidents involving physical or verbal abuse.

4.14.2.1 Performance Standards:

Measure: Access Performance Requirement: Contractor will provide rapid, emergency, residential placement.

Standard: (100%) Contractor possesses the ability to place veterans on the same day as the referral from the VA.

Acceptable Quality Level: 90% Surveillance Method: Observation and Random Inspection Frequency: Every 3 months

4.14.2.2 Measure: Housing Services

Performance Requirement: Contractor will provide sufficient personnel to ensure security.

Standard: (100%) Contractor has staffing on-site 24 hours a day, seven (7) days a week.

Acceptable Quality Level: 100% Surveillance Method: Observation and Random Inspection Frequency: Every 3 months

4.14.2.3 Measure: Facilities

Performance Requirement: Contractor will provide clean and sanitary housing to all veteran residents.

Standard: (100%) Single bed per occupant, privacy for care and self-care needs, storage space with lock, one (1) – two (2) draw dresser, linen and towels, hygiene products, indoor recreation/lounging area, on-site laundry facilities and detergent, access to phone and mail service, wheelchair accessibility.

Acceptable Quality Level: 95% Surveillance Method: Observation and Random Inspection Frequency: Every 3 months

4.14.2.4 Measure: Clinical Staffing

Performance Requirement: Contractor will employ at minimum a Case Manager at 1:12 ratio that is designated to work with the veteran program.

Standard: (100%) Assistance with obtaining income and necessary identification and records, enrollment in housing services, discharge planning to appropriate community housing Acceptable Quality Level: 95% Surveillance Method: Observation and Random Inspection Frequency: Every 3 months

4.14.2.5 Measure: Therapeutic and Rehabilitation Services

Performance Requirement: Specialized individual and group support addressing the needs of the severely mentally ill/…